Email and Fax Systems

Whether you have a small or mid-sized business, CrimsonShift offers MS Exchange consulting, support and implementation services. We can help your business take full advantage of Microsoft Exchange Server 2010 under these common scenarios:

  • Migrating from Exchange 5.5
  • Migrating from Exchange 2000 or 2003
  • Migrating from Exchange 2007
  • Moving your mail from a hosted solution to your own Exchange server(s)
  • Combining mail after an acquisition or merger

Upgrading from existing Exchange Server

Using industry standards and tested best practices, CrimsonShift’s engineers can help you design and implement an in-place upgrade that lowers long-term cost and support requirements, and makes your MS Exchange Server 2010 environment easy to manage. Even for complicated, multi-site Exchange implementations, CrimsonShift has the knowledge to complete your project on time and within budget.

Moving from a Hosted Solution

  • MS Exchange 2010 Server offers an array of groupware features that allow teams to improve productivity by sharing schedules, address books, messages, and files
  • Advanced Outlook Web Access (OWA) interface to simulate MS Outlook functionality
  • MS Exchange Server 2010 works with advanced administration and tracking tools to verify that your email environment is running efficiently
  • With Exchange 2010 Server, integration with Blackberry server, or GoodLink server has never been easier. Your mobile users can take advantage of real-time ‘push’ technology and enhanced security


Open Text Fax Server

When you need to fax a large number of documents, or integrate your systems with automated faxing, count on CrimsonShift and Open Text Fax Server to do the job. CrimsonShift engineers can configure a stand-alone Fax Server, or multiple servers with Boardservers attached. Depending on the size of your implementation, Fax Server can scale out as far as your company needs.

Open Text Fax Server integrates with your company’s email server with ease. CrimsonShift engineers are experts in connecting Fax Server to your Microsoft Exchange server and Active Directory. Documents are sent directly to and from your user’s mailboxes. The module installs at the server, so there is no need to install additional software on each desktop and no need for additional user training.

Compatible with: Microsoft Exchange Server 2000, 2003, 2007 and 2010. Requires a Windows clients running Microsoft Outlook 2000 or higher.
Requirements: Open Text Fax Server with the optional Microsoft Exchange Module installed.

Open Text Microsoft Exchange Module features include

  • Create, send, receive and manage faxes directly within Microsoft Outlook—organize, forward and respond to your faxes exactly the same as email messages.
  • Easily generate and send new faxes to one or more contact addresses in an Outlook Contacts folder—include both fax recipients and email recipients in the same form.
  • Generate custom, automated notifications about sent and received faxes in Outlook.
  • Track inbound and outbound faxes with the Exchange Message Tracking Log.
  • Automated redundancy and load balancing in multi-server environments.
  • Use the Web delivery feature to reduce fax volume on the mail server by sending only email notification and hyperlink to access fax images stored on the Fax Server. (Requires Open Text Web Access Module.)

CrimsonShift systems engineers can assist your business with configuring the Fax Host Integration Module. With this module you can automate document delivery from IBM MQSeries, FTP, TCP/IP, serial IPX/SPX and directory scan. Automatically print reports and delivery notifications on a high speed printer, or send them to a Public Folder or mailbox.  We can also help you develop custom applications using the Open Text COM+ API kit for full integration with your company’s business needs.

GFI FaxMaker

CrimsonShift engineers can install and configure a fax solution from GFI.  GFI FaxMaker features:

Active Directory Integration Reduces Administration
GFI FAXmaker™ for Exchange/SMTP/Lotus was designed from the ground up to minimize administration. It integrates with Active Directory eliminating the need for a separate fax user database. User-related settings can be applied to Windows users or groups directly.

Supports Microsoft Exchange, Lotus Domino and other SMTP Servers
GFI FAXmaker integrates with Exchange Server 2000/2003/2007/2010 via a standard Exchange SMTP connector. There are no schema updates to Active Directory. This makes GFI FAXmaker scalable and indifferent to new Exchange service packs and versions. Microsoft Exchange 5.5 is supported simply by creating a routing rule on the Exchange 5.5 SMTP connector. GFI FAXmaker can be installed on the Exchange server or on a separate machine, in which case no software has to be installed on the Exchange server itself. GFI FAXmaker also integrates with Lotus Domino and other popular SMTP servers.

Fax over IP (FOIP) Support
With the optional Brooktrout SR140 host based module or TE-SYSTEMS’ XCAPI, GFI FAXmaker integrates with your existing IP PBX to offer Fax over IP (FOIP) without any additional hardware requirements. With FOIP you can eaily send faxes over the Internet, integrating with the existing IP infrastructure. GFI FAXmaker’s FOIP may also be used to implement Least Cost Routing (LCR); resulting in a cost-effective reduction in international calls dialed (calls are translated into a local call at the recipient’s country).

Automated Fax Delivery/Inbound Fax Routing
GFI FAXmaker can automatically route incoming faxes to the user’s mailbox or to a particular printer based on a DID/DDI/DTMF number or on the line on which the fax was received. Faxes can also be forwarded to a public folder or assigned to a network printer per installed fax port.

SMS/texting gateway Allows Users to Send SMS/text messages From Their Desktop
GFI FAXmaker’s SMS gateway enables network users to send SMS messages from their desktop. Using the SMS gateway is faster and more cost effective than calling a mobile phone.

SMS messages can either be sent via an Internet-based SMS service or through a mobile phone or PCMCIA mobile card. The SMS gateway can also be used for administrative alerts; for example, to notify an administrator of critical system outages or application problems. Any email-enabled application can send SMS messages via the GFI FAXmaker SMS gateway. A central log of SMS messages permits the control of SMS use.

Supports Multiple Mail Servers & Clustering
Because of its flexible infrastructure, GFI FAXmaker can send and receive faxes for users on different mail servers. It can also support a mix of Exchange 5.5, Exchange 2000/2003 servers or even SMTP/POP3 servers. Active and passive clustering is fully supported as GFI FAXmaker does not require any software to be installed on the mail server itself; simply configure both mail servers in the cluster for GFI FAXmaker and start sending and receiving.

Robust & Scalable Multi-line Fax Server
GFI FAXmaker includes a scalable and robust fax server. For small installations, Fax modems can be used, while more demanding organizations can make use of fax boards or active ISDN cards. GFI FAXmaker also supports the use of the Windows 2000/XP/2003 fax drivers for wider hardware support.

Native ISDN Support
GFI FAXmaker natively supports ISDN, allowing you to use inexpensive active ISDN cards to get multi-line faxing and inbound routing at a fraction of the price of using multi-line fax boards.

Archive Faxes to GFI MailArchiver™, to SQL, or other Archiving Solution
GFI FAXmaker allows you to archive all faxes to GFI MailArchiver, an SQL database or to an email address. GFI MailArchiver is an email archiving solution that stores all mail in an SQL database, allowing for easy search and retrieve. With the OCR module, faxes can also be searched based specific text within the fax.

Junk Fax Filter
GFI FAXmaker includes a junk fax filter that can auto-delete spam faxes on the basis of sender number.

Send a Fax from Any Application
To send a fax, users print from their word processor to the GFI FAXmaker printer, or create a new message in their email client (for example, Outlook or Outlook Web Access). The user then selects the recipient(s) of the fax from the Outlook Contacts list (address book) or enters the fax number directly. After clicking on the Send button, the fax is sent and the user receives a transmission report in his or her inbox.

Receive a Fax by Email in Fax or PDF Format
GFI FAXmaker delivers faxes to the user’s inbox in TIF (fax) format or as an Adobe PDF file. This enables users to check faxes from anywhere in the world, using either a normal desktop email client (for example, Outlook) or a web-based email client (for example, Outlook Web Access). Receiving faxes in PDF format means the fax can be easily forwarded and it also allows for easy integration with document archiving systems or workflow procedures.

Send and Receive a Fax from your Handheld or Mobile
Via GFI FAXmaker’s Email2Fax Gateway your Blackberry and Pocket PC (2003 upwards) can be used to send and receive faxes. Blackberry devices have a built-in PDF viewer that seamlessly integrates with GFI FAXmaker’s PDF capabilities; most Pocket PC 2003 also ship with built-in PDF viewers. As long as there is image-viewing capabilities, any GPRS mobile (cell) phones that are email-compliant can use GFI FAXmaker.

Supports Outlook Contacts
There is no need to keep a separate fax address book, just select the recipient’s Business Fax entry from the Outlook Contacts list or the Global Address Book. No need to duplicate address entries.

Attach Office Documents, PDF, HTML and Other Files
Users can attach Microsoft Office, PDF, HTML and other files to their fax. These are rendered to fax format on the fax server. The Send to Mail Recipient command, available in Microsoft Office and other applications, can be used to quickly send any document as a fax.

Localization of GFI FAXmaker
Various elements of GFI FAXmaker has been localized into different languages for businesses in various countries that require all software to be in their native language. GFI FAXmaker is available in English, Italian, Spanish and German. The GFI FAXmaker client has been localized in English, German, Spanish, Italian, Czech, Polish, Bulgarian, Russian, Arabic and Turkish, while the GFI FAXmaker ReportPack is available in English, Italian, German and Spanish.

Compliance with HIPAA
GFI FAXmaker helps health organization to address a number of security and privacy issues that arise because of the Health Insurance Portability and Accountability Act of 1996 in the US. GFI FAXmaker allows for the sending/receiving of faxes via an email client thereby providing a secure vehicle for the distribution and receipt of faxes that contain Protected Health Information (PHI).

Fax Broadcasting using Microsoft Office Mail Merge
Using the mail merge facility of Microsoft Word or of the Office Suite of products, you can send personalized fax broadcasts. Because Microsoft Office supports ODBC, the recipient list can be retrieved from any data source, including Microsoft SQL Server, Microsoft Access and many more.

Other Features:

  • Runs on Citrix terminal server
  • HP Digital Sender support to easily fax paper documents
  • Fax annotation
  • Automatically print transmission reports including miniatures of the fax
  • Preview a fax
  • Text/XML API allows for easy application integration
  • Supports rendering of HTML format messages
  • Auto-print faxes on different network printers based on routing rules
  • Call accounting: Analyze fax costs using Microsoft Excel
  • Routing of faxes to other FAXmaker server for least cost routing (LCR) by means of SMTP
  • Design coversheets in HTML or in RTF (Microsoft Word) format
  • Remote fax server monitoring