DirSync settings for Email-to-Fax

In addition to importing user data manually, you can import it automatically by using Communication Directory Synchronization (DirSync). DirSync synchronizes user lists with your company’s internal address books.

In the DirSync configuration menu, you can define the default client and profile, the maximum tolerable deletion rate for address book synchronization, and the structure of the automatic import file that is sent to Retarus by FTP. You can also specify whether existing user data may be overwritten, who receives success and error reports, and which language is used for those reports.

You can further define file-specific parameters, such as the column delimiter and the file end marker. These settings help the system determine whether the import file matches the expected format and can be imported, or whether it must be rejected because it does not meet the defined parameters.

DirSync settings

Function	Description
Activated	Turns DirSync on or off (Yes/No).
Default client	Defines a default client (strongly recommended). If individual users have blank entries in the upload file, the system fills them with parameters from the client. If you do not define a default client, the system uses the default profile instead.
Default profile	Defines a default profile (strongly recommended). If no default profile is set, the system fills missing entries with data from the client default settings. See the Default client setting.
Max. tolerable deletion rate	Defines the maximum percentage of deleted items allowed during import. If the number of deleted items exceeds this value, the system rejects the import file. For example, if you set this value to 10%, the import stops when 10% of the user data would be deleted. This helps prevent accidental deletion of all user data if an incomplete file is uploaded. See also the Overwrite existing users setting.
File has column headings	Specifies whether the first column in the import file contains column headers. Although No is the default, Yes is preferred. There are two accepted column orders-either with block names or without block names. A uniform column order is required.
Marker for inverted commas	Specifies how the system recognizes quotation marks within values: either by double quotation marks or by using a backslash before quotation marks within a quoted value.
Character set	Specifies the character set of the import file.
Column delimiter	Specifies the separator between columns. If a value contains the selected delimiter, enclose the value in quotation marks.
Import file end marker	Specifies the marker at the end of the file. The system uses this marker to check whether the file transferred by FTP is complete. If the end marker is missing, the upload may be incomplete and the system can reject the file.
Overwrite existing users	Specifies whether the system keeps existing configurations and user data after an automatic import or replaces them with the data in the import file.
Recipient for success reports	Specifies the email address or addresses, separated by commas, that receive a confirmation when the import file is accepted. This is especially useful when you start using DirSync.
Recipient for error reports	Specifies the email address or addresses, separated by commas, that receive a message when the import file is rejected.
Language for success reports	Specifies the language of confirmation emails for accepted DirSync import files.
Language for error reports	Specifies the language of rejection emails for DirSync import files.
Attach file to success reports	Specifies whether the accepted import file is attached to the confirmation message.
Attach file to error reports	Specifies whether the rejected import file is attached to the rejection message.

Important notes

Always import the complete set of user data. DirSync matches the imported data against existing records. If you upload an incomplete file or a file that contains only additional data, the system deletes any previously uploaded data that is not included in the file.
In special cases, Retarus can configure backend access permissions for specific users or Email-to-Fax profiles to restrict whether DirSync may update or delete them. This configuration is not visible in the user interface and cannot be managed there. If required, please contact Retarus Support.
Automatic import can take place only after all settings have been configured and DirSync has been activated by selecting Yes in the Activated field in the general settings.