Applying Encryption and Using a Signature for Enhanced Security When Sending an Internet Fax

To prevent spoofed e-mails and information leaks, you can encrypt or attach a signature to outgoing e-mails and Internet Faxes transmitted from the machine.

Specify the method for applying encryption and attaching a signature using Web Image Monitor in advance.

Important

Note

  • E-mail encryption and electronic signatures are not available with standard transmission to Internet Fax destinations.

  • Broadcast transmission of an encrypted e-mail cannot be performed. When more than one destination is specified, an individual e-mail is sent per destination in the specified order.

  • Applying security to e-mail can reduce transmission speed.

  • Encrypting e-mail will increase its size.

  • If a certificate has expired while transferring e-mail from the server to a destination, the destination might not be able to receive the e-mail.

  • If a certificate has expired while forwarding or routing Internet Faxes or e-mails, an error notification e-mail is sent to the originator or the end receiver.

Specifying Encryption in Web Image Monitor

Specify whether to encrypt Internet Faxes and e-mails transmitted in all functions, or encrypt the transmitting documents per destination.

  1. Log in to Web Image Monitor as the user administrator.
    When administrators with custom privileges are registered, an administrator with privileges to change [Address Book] settings can also log in to the machine and change settings.

  2. Click [Address Book] from the [Device Management] menu.

  3. Specify the destination to which to specify the encryption method, and then click [Detail Input] [Change].

  4. In [Encryption] under [Email], select whether to specify encryption per function or encrypt documents sent in all functions.

  5. Click [OK], and then close the Web browser.

Note

  • The machine cannot receive e-mails encrypted using S/MIME. When configuring encryption using S/MIME, check whether receiving such messages is possible at the destinations, forwarding destinations, and distribution destinations.

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Specifying the Signature in Web Image Monitor

Specify whether to attach a signature to an e-mail sent in the fax function and whether to allow configuring attachment of signature per function.

  1. Log in to Web Image Monitor as the network administrator.
    When administrators with custom privileges are registered, an administrator with privileges to change the security settings can also log in to the machine and change settings.

  2. Click [Configuration] from the [Device Management] menu.

  3. Click [S/MIME] in [Security].

  4. Select whether to attach a signature to e-mails in [When Transferring by Fax], [When Sending Email by Fax] and [When Emailing TX Results by Fax].

  5. Click [OK], and then close the Web browser.

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