03/05/18 19:55 PM  

Setting up an Analog Telephone Adapter (ATA) for Sending and Receiving Faxes

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SummaryHow to connect a fax machine and ATA device to your online account?
Details

Limitations of Fax over VoIP
For sending an occasional fax, many business customers find Fax-over-Internet services to be cost-effective and adequate for their needs. However, faxing over the internet has known limitations. RingCentral uses the T.38 standard for faxing and adheres to the FCC guidelines regarding its use. This standard is interpreted differently by the various carriers and service providers on the public telephone and internet networks. Given this, the T.38 standard cannot be guaranteed on all end to end connections. As with any new service, it is best to test speed, quality, and reliability in advance of adoption.

If your business is heavily dependent on regularly faxing large, multi-page documents, we recommend that you maintain an analog landline and a traditional fax machine for reliable and consistent performance.

An Analog Telephone Adapter (ATA) and a RingCentral Digital Line allows you to send and receive faxes by connecting your fax machine to the VoIP service.

Listed below are the steps on how you, as an Administrator, can set up your Cisco PAP2T, SPA 2102 or SPA 122 ATA. If you encounter issues during or after the setup, please Contact RingCentral Support for assistance. 

 

Step 1:
Create an Extension for your Fax Machine and configure initial settings 

The first step is to create an Extension for the Analog Telephone Adapter (ATA), the device where your Fax Machine will be connected. The Extension will allow you to configure settings to allow your Fax Machine to connect through RingCentral. 

Step 2: 
Purchase an Analog Telephone Adapter via your RingCentral online account

If you want to use your traditional fax machine for sending and receiving faxes via RingCentral, you will need to get an Analog Telephone Adapter (ATA). The Analog Telephone Adapter (ATA) is used to connect your analog fax machine into your Voice Over IP network. This step will guide you on how to purchase an Analog Telephone Adapter from RingCentral. 

NOTE: If you have purchased your Analog Telephone Adapter from a different provider, go to Assisted Provisioning for Cisco/Linksys IP Phones for steps on how to provision the device, and then proceed to Step 3.

Step 3: 
Set up the Fax Extension's Call Handling settings

After provisioning your Analog Telephone Adapter for your RingCentral service, you will need to set up its extension's call handling settings. This will ensure that the faxes are directly transmitted to the Fax Machine via the Analog Telephone Adapter (ATA). 

Step 4: 
Configure the Fax Number assigned to your Analog Telephone Adapter (ATA) 

This is a necessary step to ensure that the incoming fax signal is sent directly to the Analog Telephone Adapater (ATA).  

Step 5: 
Connecting the ATA and Fax Machine 

Your traditional fax machine and the Analog Telephone Adapter needs to be properly connected to your network to work. Click this link to know where to connect the cables from and to your devices.
 

Create an Extension for your Fax Machine and configure initial settings

For this setup, we need to create an extension with no number and device for your Fax Machine and make sure that all RingCentral call handling settings are disabled to ensure that the faxes are directly transmitted to the fax machine via the Analog Telephone Adapter (ATA). If you have an existing "Ext. with no device assigned that does not have a Number" proceed to Step 6.

Step 1:

Step 2: 

On the Admin Portal view, click the Users tab.

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Step 3:

Select the Unassigned Extensions tab then click Add User.

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Step 4:

Create an Unassigned Extension with no number and no device. Select Domestic as the location.

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Step 5:

Select Add Users without Phones. Do not make any selection on the State and Area Code. If you have multisite enabled, set the Site to Company then click Add. Otherwise, click Add immediately.

Proceed with the steps on the screen and confirm the transaction.

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Step 6:

On the list of Unassigned Extensions,  Select the Ext. with no device assigned that does not have a Number.   

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Step 7: 

Fill out the Information for your Fax Machine's extension, and then click Save & Enable
For this example, we named the extension "Fax Machine (ATA)".

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Step 8: 

You will get a confirmation window after saving the extension details. Click OK.
The Fax Machine's Extension is moved to the list of Users with Extension

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Step 9: 

Select the Users With Extensions tab, and then click on the Fax Machine's extension. 

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Step 10: 

Click on Screening, Greeting & Hold Music. Set the following Settings and Save:

Connecting Message: Uncheck - OFF
Hold Music: Uncheck - OFF
User greeting: Uncheck - OFF
Audio While Connecting: Check - ON

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Under Audio While Connecting, click Edit and select Ringtones. When a caller dials the Fax Number assigned to this extension, this setting will ensure that the caller will hear ringing tones before your Fax Machine picks up and give the fax tone.

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Purchase an Analog Telephone Adapter via your RingCentral online account

NOTE: Purchasing an Analog Telephone Adapter can be done online via the RingCentral Online account, or by contacting RingCentral Sales for assistance. All Analog Telephone Adapters (ATA) purchased from RingCentral are pre-configured and ready for use when plugged in to your network.

Step 1:

Step 2:

On the Admin Portal Go to Phone System > Phones & Devices.

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Step 3: 

Select User Phones, and then click Add Device.

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Step 4:

Select Domestic for the fax machine's location. 

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Step 5: 

Select the Fax Machine's Extension, and then click Next.

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Step 6:

Choose Cisco SPA-122 ATA, then click Add to Cart

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NOTE: When you click Add to Cart, the device will be added to your Order list where you can specify the number of devices to be shipped. To proceed with your order, click Next. The price for a Digital Line depends on your current plan. After the order gets confirmed and paid, the device will be sent to your shipping address.

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Step 7:

You will be given 2 options for your device's number. 

a. Use an Existing Number from your account - You can select any non-Toll-Free number assigned to either your Company Auto-Receptionist, or Special Extensions on your account. Before you assign an existing number to your device, make sure that the number is not being used for any purpose. 

NOTE: A Special Extension can either be a Message-Only Extension or an Announcement-Only Extension.

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b. Purchase a New Number for your account - You can purchase a Phone number to be assigned as a Digital Line to your Existing device. 

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Step 8:

Select the device where you want to assign the number by ticking the box next to it, and then click Assign to Selected.

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Step 9:

The Phone number assigned to the device is shown. Click Next.

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Step 10:

Select the Emergency Address that will be assigned to the device.
• If you have set an Emergency Address for a device before, you can select it from the drop-down menu.
• If the Emergency Address for this device you are adding is different from a previously set Emergency Address, click New.

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When you select New, the page will redirect to a window where you can Add new Emergency Address.
Fill out the Emergency Calling Address form.
Make sure you read the terms and conditions, then tick the checkbox to Accept the Terms, and then click I Accept.
 
NOTE: Use the address where your Desk phone is located. DO NOT include special characters in the Customer Name field.
 
IMPORTANT: This is the address that will be used in the event of an emergency call (911 in the United States and Canada, 999/112 in the United Kingdom, and such other Emergency Call Services as applicable in other countries) from this Analog Telephone Adapter. Be sure to update this address anytime you change the location where you use this Analog Telephone Adapter.

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Step 12:

Select the device where the Emergency Address will be applied, and then click on Assign to Selected.

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Step 11: 

Click Next.

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Step 12:

Select the Shipping Address for your order from the drop-down list. If you are unable to find the correct Shipping address on the drop-down list, you can add a New Shipping Address by clicking on New.

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If you click New to add a new Shipping Address, the page will redirect to a window where you can add a new Shipping Address. You can click Save address so you can use it in the future, and then click Add.

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Step 13:

Select the Existing Device, and then click Create Shipping Group.

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Step 14: 

Click Next.

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Step 15: 

Tick the checkbox to acknowledge and accept the charges for your order, and then click Next.

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Step 16:

Click Done.
 
NOTE: To check the Status of your order, go to  Checking the Shipping Status of Ordered Phones.
 

Set up the Fax Extension's Call Handling Settings 

This step is necessary to ensure that the incoming faxes are transmitted directly to the Fax Machine via the Analog Telephone Adapter (ATA).

Step 1:

Step 2: 

On the Admin Portal view, click the Users tab.

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Step 3:

The User list will load automatically. Under the Users With Extensions tab, Select the Fax Machine's extension.

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Step 3: 

Select Call Handling & Forwarding and set the following configuration:
 
1. Set the Admin's Desktop App and My Desktop app & ... to Inactive (Blank switch)
2. Set the Analog Telephone Adapter (labeled as Fax Machine Cisco on the image) to Active (Blue switch). 
3. Set the number of Rings to maximum (15 Rings/75 Secs). 
4. Click Save

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Step 4: 

Go to Call Handling & Forwarding > Settings. Under Incoming Call Information click Edit.

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Step 5: 

Make sure that the Play announcement before connecting is set to Never, and then click Save

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Step 6: 

1. Click Messages & Notifications.
2. Make sure that the Take messages option is set unchecked (Disabled).
3. Click Save

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[Click here to go back to the Main Menu]  
 

Configure the Fax Number assigned to your Analog Telephone Adapter (ATA)

IMPORTANT: Please call our Customer Support Hotline and ask to have the Analog Telephone Adapter's Digital Line number be changed to a fax line in our system. This step can only be done using our Customer Support's internal tools. When done, follow the steps enumerated below to set up your Analog Telephone Adapter's Phone Number Type. 

Step 1:

Step 2: 

Go to Phone System >  Phones & Devices.

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Step 4:

Click on the number assigned to the Analog Telephone Adapter.  

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Step 5:

You will be able to see your Analog Telephone Adapter's details; it's Serial Number (will only show once provisioned/delivered), the extension where it is assigned to, it's phone number, it's Bandwidth settings and it's Emergency Address.

Under Assigned To, click on the View link right next to the Phone Number assigned to the device. 

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Step 6:

To view the number details, you will navigate away from the Phones view and will be taken to the Phone Numbers view. To proceed, click Yes.

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Step 7:

The number type controls what activity the phone number can receive. The default type is Voice and Fax which enables the phone number to accept both phone calls and faxes. Selecting Voice Only enables the phone number to route fax calls directly to the fax machine connected to the Analog Telephone Adapter. 

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Step 8: 

Click Save

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Connecting the ATA and Fax Machine

When you receive your Analog Telephone Adapter (ATA), connect it to your network and fax machine by following the steps below:

Step 1:

Connect the power adapter to the “DC 5V Adapter” slot, the small round hole on the right.

Step 2:

Connect the Ethernet cable from your router to the “Internet” slot.

Step 3:

Connect the Fax Machine RJ 11 cable to “Phone 1”.
 
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Step 4: 

When using an analog fax machine to send or receive RingCentral faxes, the following settings are recommended. These settings can be found on the fax machine's R/W parameters or Advanced Fax Settings.

NOTE: For specific instructions, refer to the fax machine’s manual or support.

• Set the Baud Rate to 7200 bps
Most analog fax machines transmit at 14400bps. Speeds this fast will magnify any latency, jitter or packet loss present.
 
• Make sure that the ECM (Error Correction Management) is turned OFF
ECM analyzes incoming data for corruption, which can increase latency. In some cases, this may compromise image quality.
 
• If available, turn on VoIP Mode
On applicable fax machines, this automatically reduces baud rate and disables ECM.
 
• If VoIP mode is not available, enable Overseas mode (if available)
On applicable fax machines, this automatically reduces baud rate and disables ECM.
 

See Also:

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