Before you install the CopiaFacts Email to Fax SMTP Gateway, you will need to make a few preparations. In order for the gateway to function, it must be installed on a machine that has access to a CopiaFacts Server and it must be accessible to the users who will be sending email messages to it via a company intranet or remotely over the Internet. The gateway, like most SMTP servers, receives email over TCP port 25. This can be changed, but that also usually requires a change to the email client software as well.

Please take note of the following important Gateway features:

Unlike many SMTP servers the gateway is not intended to function as a mail server.

It does not relay email.

It does not forward email.

It does not issue postmaster messages for email received that it does not handle.

It is not intended to replace your standard email mail server.

Its only purpose is to process messages delivered to the domain that you assign to it.

You should avoid installing the gateway on any machine running Internet Information Server. This is because IIS usually has its own SMTP service installed for delivering email from web applications. The gateway must be the only SMTP service using TCP port 25 on the machine where it is installed.

Although some email client software will allow you to address email using an IP address or a machine name rather than a fully qualified domain name, most email clients will not. In most cases to send email to the gateway, you will need to assign it a fully qualified domain name (FQDN) and make the appropriate DNS entries on your system to route email messages to the machine where the gateway is installed. Generally, you will create a domain name under your company parent domain to be used for the gateway. For example, if your company domain name is xyzcorp.com, you might specify fax.xyzcorp.com as the domain name for the gateway.

DNS (Domain Name Server) Issues

You must first create an A (address) record in your DNS entries that specifies the IP address of the machine where the gateway is installed. You must then create an MX (mail exchanger) record that points to the A record you just created. And you will probably want to create a PTR record so that reverse DNS look-up works for your IP address. The methods for creating these DNS entries will vary according to the type of operating system software you have and the procedures established by your system administrator. If you are a little fuzzy on this process, there is a good primer on the subject at the Petri web site http://www.petri.co.il/configure_mx_records_for_incoming_smtp_email_traffic.htm

The minimum requirement is that your network admin, or your ISP, must set up Address (A) and Mail Exchange (MX) record in your main domain (e.g. xyzcorp.com) DNS records, for a new domain typically of the form fax.xyzcorp.com. They will then need to direct incoming SMTP traffic for this domain to the machine running the Copia Gateway, and we also recommend that 'reverse DNS lookup' is enabled. All this should be a straightforward task for your network administrator or your ISP.  You can test the setup by following the procedure described here.

Network Issues

Your gateway machine must also have access to the CopiaFacts Application Data area. This is normally the FAXFACTS folder in the COPIA share and is either located on a machine where the CopiaFacts fax server software is installed or on a network fileserver. Unless you are installing the gateway on the same machine where the CopiaFacts fax server and server software are installed, you will need to establish connectivity to the CopiaFacts fax server by running the program COPIACONNECT located in the NETBIN folder in the COPIA share.  However this will normally be handled automatically by the installer.

Account/Login Issues

The gateway runs as a service and is installed by default to use the local system account. If you will be accessing the CopiaFacts server over the network, you will need to change the service login account to an account that has access to the COPIA share. You may wish to create a new account just for use by the gateway. The login account may be changed through the computer management snap-in. Select the gateway service, right-click on it, and click on Properties in the popup menu. Click on the Log On tab, check the This Account option, and enter the new account and password information.