How to configure mail notification

How mail notification works

The PrintServer uses the Simple Mail Transfer Protocol (SMTP) to send the mail. The PrintServer connects to the SMTP Server via TCP port 25, transfers the mail and finally attempts to deliver the mail to the recipient.

The mail notification settings

The PrintServer's mail notification settings include:

• Server
  IP address of SMTP server.
• Recipient
  E-mail address of the person who will receive notification by mail.
• Reply
  E-mail address of the sender of the mail.
• Send test mail
  You can use the send test mail option to instantly verify that the mail notification works.

Troubleshooting

If the mail is not delivered, it could be because of any one of the following reasons:

1. No IRQ (intervention required) received from the printer.
2. Unable to connect to the SMTP Server.
3. Mail Server does not deliver the mail correctly.

1. No IRQ (intervention required) received from the printer

The PrintServer has is an IRQ timeout value, which means that Mail Notification will not be triggered until the specified amount of time has elapsed. The default value is 60 seconds. This can be changed from the PrintServer's web pages. Click Advanced Configuration, then General. The IRQ timeout is at the bottom of the page.

The easiest way to provoke an IRQ (intervention required) status is to remove the paper tray and then print jobs. After the first full-page job has been sent, the printer will reach status IRQ (it might beep or flash), then another full-page job must be sent for the PrintServer to reach status IRQ. Sometimes 3 or more jobs are required before the PrintServer reach status IRQ, it depends on the printer type. The actual IRQ status is viewable on the PrintServer's web pages. Click Status, then Printer.

2. Unable to connect to the SMTP server

The SMTP Server address specified must be an IP address, a hostname is not valid. The SMTP Server must also accept requests on TCP port 25, this can be verified by telnetting to the IP address via port 25.

The specified IP address must be on the same IP segment as the PrintServer's IP address, or the PrintServer will not be able to reach it. Otherwise a gateway must be specified, through which the SMTP Server IP address can be reached.

3. Mail Server does not deliver the mail correctly

Each Mail Server has individual filter settings for filtering out "spam-mail", which means that the Recipient and Reply E-mail addresses must obey the filter settings on the Mail Server. Otherwise the mail from the PrintServer will be filtered out as "spam-mail".

The generally used filter is to disable the "relay-function". This prevents any mails from being delivered which do not have the local domain (the domain administered by the Mail Server) in either the Recipient or Sender E-mail address. Also some Mail Servers have additional filters, that may filter out mails from a certain domain, or a certain IP address.

Most Mail Servers will deliver the mail correctly, if printserver@localdomain.com (replace printserver and localdomain with valid values) is used for mail address of the PrintServer, and a valid local mail address is used as recipient. If that’s not the case, contact the administrator of the Mail Server, who should be able to tell you what E-mail addresses should be used.