The server end of Venta4Net Plus includes an SMTP server that
can accept incoming messages from email users.
Do not confuse this SMTP server with the SMTP client also
included into the server end of Venta4Net Plus. It’s used for sending
notifications to email users. It’s also used for sending received messages and
notifications about received messages (see the “Actions after
reception” help section). That’s why an SMTP client is included in the
regular version of Venta4Net and in VentaFax. An SMTP server, however, is only
part of Venta4Net Plus.
Configuring the SMTP server for incoming mail
Attention. The information below is intended for system
administrators and the actions described below should be performed by qualified
There are two variants of system configuration. Let’s take a look at both of them.
Variant 1 (recommended). Creation of a separate "facsimile" subdomain for the SMTP server
Create of a separate subdomain makes it unnecessary to configure an email
program on each email user’s system. However, you will need access to editing
the DNS records of your domain.
To start off, you will need to come up with a name for your subdomain to which
prepared facsimile messages will be sent. For instance, if your primary domain
is mydomain.com, “fax” will be a good name for
a subdomain, and the full domain name for the SMTP server will be
fax.mydomain.com. After that, you will need to add an MX record
for the new subdomain (“fax” in our example) and add the IP address of the
Venta4Net Plus SMTP server to it. If you are using an external DNS server, you
will need to make sure that the SMTP server of Venta4Net Plus is accessible from
the external network. As the result, all messages send through any SMTP server
to <phone_number>@fax.mydomain.com will be received by
the SMTP server of Venta4Net Plus.
Variant 2. Configuration of an additional SMTP server for email users
If you cannot edit DNS records, you can use the following method.
Let’s assume that the server end of the program is installed on a computer with
an IP address of 10.0.0.100. Each email user has to add another SMTP server for
outgoing email in the email program’s settings – in this case, the server with
an IP address of 10.0.0.100. In this case, users will need to select the
Venta4Net Plus SMTP server instead of the standard SMTP server each time they
want to send a fax message, since regular emails will not be delivered through
it. The opposite is also true: emails with fax messages will not be delivered to
the Venta4Net Plus SMTP server through regular SMTP servers.
To solve this problem, you can create a separate account for each email user
that will use the Venta4Net Plus SMTP server by default. You will need to use
this account for sending faxes.
User authorization on the Venta4Net Plus server is based on the email address
specified in the "From" field. This is where the server will send user
notifications and other messages.
SMTP server configuration
Click the “Settings” button and select the “Mail server
- Incoming email” tab in the new window. Let’s take a look at the most
important parameters found on this tab.
Port. The default value of this parameter is 25. Don’t change
it unless absolutely necessary.
Domain name. You can leave it blank. In this case, the server
will not perform any additional domain name checks. We recommend entering the
full name of the “fax” subdomain (fax.mydomain.com in our
example). If the domain name is not specified, and a message is being sent to an
address on another domain, the user will receive an error notification.
Service prefix. If you believe that unwanted messages may be
sent to the fax subdomain (for instance, spam messages with fake addresses sent
on behalf of authorized users), using a prefix may solve the problem and help
filter such messages out. You can leave this field blank or enter some
characters that the recipient’s address should start with (before the phone
number). For instance, if you enter “fax=” in this field, the
sender will have to use email@example.com as the
address, where “fax=” is a service prefix and
123-4567 is the phone number that the fax message is being sent
to. If the prefix is specified and the recipient’s email address doesn’t start
with it, the sender will receive an error notification.
Allowed file extensions for file attachments. That where you
can enter a comma-separated list of allowed file extensions that the server is
allowed to receive and process. If a file requires conversion, a corresponding
application associated with this file type has to be installed on this computer.
Otherwise, it will be impossible to convert the file into a facsimile format.
For instance, a “tif, pdf, wav, txt, rtf, doc, docx, xls, xlsx”
value allows you to receive files in the MS Word and MS Excel formats, but does
not permit receiving files in the MS PowerPoint (ppt, pptx)
format, for example.
Create a batch from attached files. If a message contains
several files of allowed file types and this option is enabled (checked), the
program will generate a single batch from fax or voice messages. Therefore, a
single task will be scheduled. If the flag is not set and the option is
disabled, several tasks will be created. If the flag is set and there are
incompatible file types attached, the user will receive an error message.
Configuration of an SMTP client for outgoing mail
Open the “Mail server - Outgoing email” tab. Specify the
address of the server used for sending emails (“SMTP server”
parameter). You can see it in the properties of your email account. For
mydomain.com, the value is very likely to be smtp.mydomain.com. The value of the
“Port” parameter is usually 25 and it shouldn’t be changed
unless absolutely necessary.
Some servers require additional authorization for establishing a connection. To
enable it, check the “My server requires authentication” option and enter your
email account login and password. Note that the passwords you enter are stored
in an encrypted form. They cannot be copied or stolen.
Some mail servers also require SSL encryption besides additional authorization.
To enable it, check the “Use SSL crypting” parameter. The port number will
change to 465. If you have any problems with this setting, please contact your
Internet provider and ask the correct port number for secure connections.
If you can configure several SMTP servers to be able to switch to secondary
servers if there is a problem with the primary one. To add a server, click the
button next to the
dropdown list and fill out the necessary fields. To remove a server from the
list, select it and press the button. Then click Apply. To switch to another
server, select its name from the dropdown list and click the
Authorization of email users
System deployment recommendations