Details:
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Sending Form
Faxes
Each vendor and
customer has a fax number in the file. When a fax is initiated FAXTOOL
looks in the appropriate file to see if the data is available. With this
tool it is not necessary to keep a separate file updated for the fax board.
It is automatically set up as the customers and vendors are. Faxes can
be initiated when printing forms and from file maintenance. The customer
example will be used but the vendor setup is essentially the same.Invoices,
Purchase orders and Sale Orders can be faxed during their respective printing
processes. To begin the process, select the print routines and new choices
will be displayed in the option grid.
- Fax Copy? Y/N
- Use cover sheet?
Y/N
All other functionality
of the form printing remains the same. Sending Manual Faxes IF you go to
customer or vendor file maintenance. When maintaining the customer or vendor
file there is a message at the bottom that says: Enter Choice (Edit/Del/Inqry/Notes/Hist/More/Fwd/Back/Quit)
Notice the new selection for More. This selection is provided to allow more
selections. Once the ore selection is made a new set of choices will
be provided depending on installed software. One of the new choices is faX.
By pressing the fax process is initiated. FAXTOOL knows the fax number
because it is on the customer file. The contact name is pulled from the
file and a screen will be displayed. Once the basic information has been
entered or approved the additional selections can be made.
- E Edit the information
mentioned above.
- A Add attachments
to the fax.
- C Enter or import
information to print on the cover sheet. The cover sheet is optional
if there are attachments.
- S Send the fax.
- Q Quit without
sending the fax.
Attachments Selecting
attachments the first time will provide the following choices:
- Add by file name
- List directory
- Quit
To add a single file
when it is known what the name is and where the file is located it may be
easiest to enter the name and location of the file. The files listed can
be deleted or new ones added. If one of the items on the list is selected
it can be deleted from the list. When [Esc] is pressed the additional choices
noted above will be provided again. When multiple files will be pulled from
the same directory it may be preferred to use the file directory method.
To do this select the List Directory choice and you will be prompted for
the directory to list. If a valid directory is selected it will list the
contents for you. To select one just use the arrows and select the one desired
by pressing [Enter]. Files can be anything faxable, such as PCX files, DCX
files and text files. When all attachments have been selected, press [Q]
to quit and be returned to the first screen. At this point each of the above
choices is again available. The attachments can be changed again, or the
cover sheet can be edited. Cover Sheet: Press [C] and the cover sheet can
be imported from another file or edited from scratch. The window that pops
up utilizes word wrap features to make it easy to edit and change the form
until finished. When finished, press [F10] and once again you will be returned
to the main screen. Send: Once the cover sheet is ready and the attachments
are all selected the only step remaining is to send the fax. Once this choice
is made, the fax will be added to the queue automatically. Each password
in the system can have a different setup for the faxes. To maintain this
information you must have the rights to maintain passwords. To begin, go
to maintain passwords and select the password to maintain. The following
choices will be displayed at the bottom. Enter Choice (Edit/User/Fwd/Back/Quit)
The "User" choice is a new one for fax user information. Select [U]ser to
see the additional information.
- Password: Password
from previous screen (display only).
- Sender Code: For
fax retrieval process. Same as used in contact manager if used.
- Fax Name: Name
to appear on faxes.
- First Name: Not
used at this time.
- Last Name: Not
used at this time.
- Group: Not used
at this time.
- Network Name:
For use with Calculus Board.
- Area Code: Determines
which faxes to strip the area code from.
- Prefix: Used before
the phone number (ie 9,)
- PBX Code: Used
before the phone number if using through a PBX.
- Logo File: Default
Logo file for cover sheets.
File Locations
Where to look for
each of the listed documents. Must
be available to the fax server.
Reports
No new reports provided
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