CloudFax - Technical Considerations for Configuring a Scanner or MFP
This document details the technical requirements for setting up a scanner or multi-function printer (MFP) for use with UW-Madison’s CloudFax service.
Scan-to-Email
To set up your scanner or MFP to send email in a secure way, you will first need to request an SMTP relay for the device.
- Once you've been notified that your SMTP relay request has been approved, you may use the information under “Set Up” in the KB document from Step 1 to configure your scanner or MFP to use smtp.wiscmail.wisc.edu to send email. Please note the following setup and use requirements:
Your scanner or MFP must be configured to require a secure connection via TLS if it is to be used with the CloudFax service.
- For example, when configuring your device’s outgoing email settings, you may see a checkbox to enable/disable the setting similar to: “Always use a secure connection (SSL/TLS).” Please consult the vendor-provided documentation for your specific device for more information.
Local storage of the scanner or MFP must be purged daily.
The From: address you configure your scanner or MFP to use when sending email must be a valid email address in UW-Madison’s Office 365 system.
Scan-to-Storage
Any storage location (e.g. shared drive, computer/device hard drive) to which a scanner or MFP has been configured to send scanned documents should be secured with password protection and encryption. When the data is no longer needed, it should be purged.