Issuu on Google+

SwyxFax Client - User Documentation Fax Client for SwyxWare As of: August 2007


© 2000-2007 Swyx. All rights reserved. Legal Information

Whilst Swyx attempt to convey accurate and current information relative to the creation of SwyxWare and this documentation, the information provided in this user guide may contain typographical or technical errors. This documentation, including all information contained herein is provided “as is”, without any warranty of any kind, whether expressed or implied, including, but not restricted to, any implied warranties of merchantability or fitness for a particular purpose or noninfringement. Trademark: Swyx, SwyxIt!, the integration smiley and „Click. Phone. Smile.“ are registered trademarks of Swyx. All other trademarks and product names are trademarks or registered trademarks of the respective owners. Siemens and CorNet® are registered trademarks of Siemens AG. This documentation is proprietary intellectual property of Swyx. Reproduction, adaptation, or translation of this documentation without the express written consent of Swyx is prohibited and will be prosecuted as a violation of intellectual property rights.

Swyx Solutions AG Joseph-von-Fraunhofer-Str. 13a D-44227 Dortmund www.swyx.com


Table of Contents SwyxFax Client - User Documentationi

1

SwyxFax Client .................................................................................................... 1.1

1.6

Install/Configure/Update/Uninstall SwyxFax Client ................................ 1-2 Requirements ................................................................................... 1-2 Installation of the Software ................................................................... 1-2 Configuring the SwyxFax Client ............................................................. 1-3 Start SwyxFax Client........................................................................... 1-3 SwyxFax Client as a Printer .................................................................. 1-4 Updating the Software ......................................................................... 1-5 Uninstall the Software ......................................................................... 1-5 Interface and Menus............................................................................... 1-6 1.2.1 The Layout of the Screen ..................................................................... 1-6 1.2.2 Menus ............................................................................................. 1-7 General Settings................................................................................... 1-14 1.3.1 Sender .......................................................................................... 1-14 1.3.2 Tools ............................................................................................ 1-14 1.3.3 Read Fax Documents (Fax Viewer Program) .......................................... 1-24 Send Fax .............................................................................................. 1-24 1.4.1 Sending a Fax from an Application ....................................................... 1-24 1.4.2 Sending a Fax from several Applications ................................................ 1-24 1.4.3 Quickfax ........................................................................................ 1-25 1.4.4 „Send Fax“ .................................................................................... 1-28 1.4.5 Adding Image Files ........................................................................... 1-37 1.4.6 Send Multiple Faxes ......................................................................... 1-38 1.4.7 Pause Fax Transmission.................................................................... 1-38 1.4.8 Resume Fax Transmission ................................................................. 1-38 1.4.9 Send Fax Again ............................................................................... 1-39 1.4.10 Forward ......................................................................................... 1-39 1.4.11 Delete Fax ..................................................................................... 1-40 Send Serial Letters per Fax.................................................................. 1-40 1.5.1 Overview of the Commands ................................................................ 1-41 1.5.2 Commands in Detail ......................................................................... 1-42 Receive Fax ......................................................................................... 1-46

1.7

Address Book ....................................................................................... 1-47

1.1.1 1.1.2 1.1.3 1.1.4 1.1.5 1.1.6 1.1.7

1.2 1.3

1.4

1.5

1.8

The Fax Document List ........................................................................ 1-49 Mark a fax as read ........................................................................... 1-49 View Fax ....................................................................................... 1-50 Fax Details ..................................................................................... 1-50 Print Fax ........................................................................................ 1-52 Export a fax .................................................................................... 1-53 Failed Faxes ................................................................................... 1-54 Print Document List .......................................................................... 1-55 Archival ......................................................................................... 1-56 The Preview Window............................................................................ 1-57

1.8.1 1.8.2 1.8.3 1.8.4 1.8.5 1.8.6 1.8.7 1.8.8

1.9

1.10 Faxmail................................................................................................. 1-58

Table of Contents

i


1.11 Operation of SwyxFax via the Command Line ..................................... 1-58 1.11.1 Command Line Parameters ................................................................ 1-58 Index ......................................................................................................................... I-1

ii

Table of Contents


1

SwyxFax Client SwyxFax Client is the PC client of the SwyxWare option pack ‘SwyxFax’. This makes it possible to use the central fax service from any Windows PC in a Windows network, in which SwyxWare is installed. Each user can be assigned his or her own fax number. Once the SwyxFax Client has been installed on his PC, the user can send, receive, forward and manage documents both internally and externally per fax. The Software SwyxFax Server will be installed on a PC in the network. A connection to SwyxServer will be established to exchange the user parameters, to verify the existing licences, and to send or receive faxes. SwyxFax uses the same connection as SwyxServer to public network. If SwyxFax is installed, the number of licenced SwyxFax users can use this fax service. Incoming documents are received by SwyxFax Server and assigned to the corresponding user. If a fax is received on a number, which has not been assigned to any user, this document will be forwarded to a central distributer, e.g. the system administrator. Each user has a personal fax inbox, in which the received documents are shown. Furthermore, it is possible to create a personal telephone book for each user. Frequently used fax numbers and recipients can be saved here. Alternatively, you can also use Outlook Contacts or the fax addresses can be taken directly from a file. It is possible to receive incoming fax documents as Faxmail exclusively or in addition to your regular fax output option. This forwarding option in the form of an e-mail with an attached fax document must be configured for you by your administrator.

Online Help At almost every point in the program a high-performance “Online Help” is provided: You have access to instructions and information directly on the screen and you don’t necessarily need printed operating instructions. To start the Help system, go to the menu bar and click on ”Help | Help”. Many dialogs contain a “Help” button. To receive help for the respective dialog, just click on “Help”.

1-1


1.1

Install/Configure/Update/Uninstall SwyxFax Client In this section you will find information on how to install, configure, update or uninstall SwyxFax Client and how you can use SwyxFax Client as printer from any Windows application.

1.1.1

Requirements In order to be able to use SwyxFax Client, your PC must fulfill the following requirements: • INTEL Pentium 350 MHz processor or higher • a minimum of 128 MB RAM • Operating System: Windows 2000 Professional, Windows XP or Windows Server 2003 • 10-20 MB disk space • Network Adapter • Installation of SwyxFax Server v1.11 (or higher) on a server PC in the local network • Installation of SwyxWare v5.0 (or higher) • Installation of WSE 3.0 (Web Service Enhancements) • Installation of Microsoft .NET Framework 2.0

1.1.2

Installation of the Software If the requirements for SwyxFax Client have been fulfilled, you can immediately install the software independently of SwyxIt! This is how you install SwyxFax Client

Install SwyxFax Client

1.

Log on to your PC as administrator.

2.

Put the SwyxWare CD in your CD ROM drive. The Setup program will start automatically. A page for the installation of the SwyxWare option pack SwyxFax will appear. If the setup program is not automatically started, start “autorun.exe” directly from the CD.

3.

Select "Install/ Update SwyxFax on the start page.

4.

Then select “Install/Update „SwyxFax Client” under SwyxFax Client. The SwyxFax Client-installation wizard will open.

5.

Follow the instructions provided by the Installation Wizard. Click on ”Next >”.

6.

Accept the license agreement. Click on ”Next >”.

7.

The user information for the SwyxFax Client appears. Please follow these instructions and click on “Next >”.

8.

Enter a path for the directory in which SwyxFax Client should be installed and click on “Next >”.

9.

To start the test call, click on “Next >”.

10. Once installation is completed, click on "Finish".

If there are not enough licenses for simultaneously logged-on SwyxFax Client, a corresponding message window will appear and SwyxFax Client will be ended. If this occurs, contact your administrator.

1-2

SwyxFax Client


1.1.3

Configuring the SwyxFax Client When you start SwyxFax Client for the first time, the configuration wizard will open. This wizard will lead you through the different SwyxFax Client configuration settings step by step. This is how you configure SwyxFax Client Configuring the SwyxFax Client

1.

Then click on “Next >” on the start page of the configuration wizard.

2.

Enter your user information, such as name and e-mail address, in the next mask. Click on “Next >”.

3.

Then enter the company information such as company name, address and department.

4.

Enter your telephone and fax numbers, including country code, area code and telephone number, in the next mask.

5.

Then enter your personal Fax Station ID. The Fax Station ID will be transmitted to the remote fax machine when a fax is sent. It is usually the fax number in canonical format (+49 (1234) 12345-678).

6.

Then select the SwyxFax Server.

The user and company information, as well as the telephone and fax numbers, will appear on the optional cover page of an outgoing fax.

1.1.4

Start SwyxFax Client Start the SwyxFax Client under "Start | Programs | SwyxFax Client“. The icon in the tray.

will appear

Special feature when logging in on Hosted SwyxWare If you are using a Hosted SwyxFax Client for the fist time after installation, you will see the following logon dialog. The logon information you will get from your administrator.

Figure 1-1 Logon dialog

Install/Configure/Update/Uninstall SwyxFax Client

1-3


This is how you logon SwyxFax Client Logon SwyxFax Client

1.

Enter the server name and your user name. These are saved and used for your next logon.

2.

Enter your password. If you want SwyxFax Client to save your password, select the „Remember password“ check box. SwyxFax Client will logon to Hosted SwyxWare automatically in the future, and the logon dialog will not be shown anymore.

3.

Confirm the dialog by clicking „OK“. You will be logged on to Hosted SwyxWare. If your logon attempt was not successful, the logon dialog will be displayed again. In this case, please check if your logon information is correct and your network connection is available.

You will receive your logon information from your administrator or service provider. The server name can be entered as text name or in form of an IP address.

1.1.5

SwyxFax Client as a Printer If you have created the document to be sent in Windows application, which supports direct printout, you can send the document from this application. To send such a document with SwyxFax Client, open the “File” menu and select the function “Print” while the document is open. Select SwyxFax as the printer from the list of available printers. The window SwyxFax Client "Send Fax" will open. The send parameters are entered in this dialog. Depending on how big the document is, the conversion may take several seconds. The transmission via the printer driver connection offers the maximum integration in every PC application which uses Windows and it is not dependent on the respective format of the internal document. The printout creates a print file in DCX format. Then, in the Send order which follows, this file is transferred to SwyxFax Client. Therefore, the printer driver connection supports all those performance features, which are also offered by a normal printer.

1-4

SwyxFax Client


1.1.6

Updating the Software If you are using an older version of SwyxFax Client, it is possible to update to this version. This is how you update SwyxFax Client

Updating SwyxFax Client

1.1.7

1.

Log onto your PC with local administrator rights.

2.

If necessary, end SwyxFax Client and SwyxIt! in order to avoid an unnecessary Windows start.

3.

Execute the file "setup.exe" located on the SwyxFax Client installation medium and confirm the start of the update.

4.

If you are prompted to do so, restart your PC in order to complete the update.

5.

Log onto the system as a normal user after the installation.

6.

Start SwyxFax Client from the start menu.

7.

The first time a user logs on, the SwyxFax Client configuration wizard will prompt you to enter some information (see Configuring the SwyxFax Client, page 1-3). Finally, enter the name of SwyxFax Server.

Uninstall the Software You can uninstall SwyxFax Client at any time and separately from your SwyxIt! installation. This is how you uninstall SwyxFax Client SwyxFax Client Uninstall

1.

Log on to your PC as administrator.

2.

Open the Windows Control Panel ("Start | Settings | Control Panel").

3.

Double-click on “Software”.

4.

In the select list, highlight SwyxFax Client and click on “Remove”.

5.

Confirm the message asking whether you really want to uninstall SwyxFax Client with ”Yes”. The uninstall process will be carried out automatically.

Install/Configure/Update/Uninstall SwyxFax Client

1-5


1.2

Interface and Menus This section describes the interface of SwyxFax Client and the menus.

1.2.1

The Layout of the Screen The SwyxFax Client screen is divided into several areas. The following picture includes brief descriptions of the most important areas and status messages. Navigation area

The Tree Structure of the Fax Document

Document entries Preview of the selected Fax

Status line

Number of elements selected in folder / total

Status SwyxFax Server

To close the tree structure of the fax document list, click on the in the general area of the fax document list. To open the tree structure again, click on the arrow pointing down next to the folder name (here: Inbox). To have the fax document list visible at all times, click on .

Close fax document list click on

Open fax document list click on

Set fax document list click on

Figure 1-2 Opening and closing the tree structure of the fax document list

1-6

SwyxFax Client


1.2.2

Menus The menu bar is located at the top of the SwyxFax Client window. The following provides a more detailed description of the available menus: Figure 1-3 SwyxFax Client: Menu Bar

Menu

Explanation

File

Here you have the option of printing a document, a fax folder or to export fax documents. This menu is used to end SwyxFax Client.

Edit

Here you can highlight all of the elements of the displayed list at once.

View

The commands in this menu can be used to display or hide the symbol or status trays for the SwyxFax Client window and to configure the view of the fax preview window (e.g. rotate, zoom and page).

Fax

This is used to send a Quickfax or call the Address Book.

Document

The fax documents can be managed here (e.g. view, mark as read, delete, pause, reactivate and forward).

Tools

Here you can change the basic settings of SwyxFax Client (e.g. information on transmission options, sender, transmission confirmation, SwyxFax Server, directories, etc.).

Help

Here you will find Online Help, a link to Swyx and version information for SwyxFax Client. Table 1-1 Menus

Interface and Menus

1-7


1.2.2.1

The File Menu The commands in this menu are used for • exporting documents, • printing fax documents or fax folders, and • exiting SwyxFax Client.

Figure 1-4 The File Menu

Menu Command

Explanation

Logon different user...

Here you can log on as a different user.

Export...

Here you can export a fax document from your Inbox to a file. A variety of graphics formats are available for doing this (see chapter 1.8.5, Export a fax, page 1-53).

Print Document List...

A folder selection window will appear. Select the fax document folder to be printed.

Print fax…

The selected fax document will be printed.

Exit

This will exit SwyxFax Client. Table 1-2 The File Menu

1.2.2.2 The Edit Menu Here you can highlight all of the elements of the displayed list at once. This function makes it possible, for example, to simultaneously delete highlighted elements.

Figure 1-5 The Edit Menu

1-8

SwyxFax Client


1.2.2.3

The View Menu The commands in this menu can be used to change the view of the SwyxFax Client window (e.g. display in the icon and status trays) and the view of the Fax Preview window (e.g. Rotate, Zoom and Page).

Figure 1-6 The View Menu

Menu Command

Explaination

Toolbar

All icons in the toolbar are shown/ hidden (see chapter 1.2.2.8, Toolbar, page 1-12).

Status bar

The status bar, located at the lower margin of the window, contains additional information and can be displayed or hidden (see chapter 1.2.2.9, Status Bar, page 1-13).

Fax Preview

Additional menu entries are opened here. These menu entries help you to change the preview of the fax document, e.g. to rotate, zoom, optimize the page and to page through the document (see chapter 1.9, The Preview Window, page 1-57).

Refresh

The screen view is updated immediately. You can set the refresh time under “Tools | Options | SwyxFax Server”. Table 1-3 The View Menu

1.2.2.4 The Fax Menu This is used to send a Quickfax or call the Address Book.

Figure 1-7 The Fax Menu

Menu Command

Explanation

Send Quickfax...

Here you can send a Quickfax. The “Send Fax" window will open.

Address Book...

The Address Book is called. Here you can manage the address entries and add new addresses. Table 1-4 The Fax Menu

Interface and Menus

1-9


1.2.2.5

The Document Menu The commands in this menu allow you to manage the fax documents within a fax document folder. To be more specific, these commands allow you to • display a fax document and mark it as read, • receive detailed information regarding the fax, • delete a fax, • pause the transmission process of a fax and resume, • resend a fax (reactivate) and • forward a fax.

Figure 1-8 The Document Menu

Menu Command

Explanation

View...

The highlighted fax document is displayed using the system’s Image Viewer.

Mark as Read

The highlighted fax document is marked as read.

Details...

This command displays detailed information regarding the fax, such as the time at which it was sent or received, the recipient’s number or the resolution.

Delete

The highlighted fax will be deleted.

Pause

The transmission process for the highlighted document is interrupted.

Resume

The transmission process for the highlighted document is resumed.

Reactivate

A fax, which could not be transmitted, is sent again.

Forward...

A new cover page can be attached to the fax document and forwarded to another number. Table 1-5 The Document Menu

1 - 10

SwyxFax Client


1.2.2.6 The Tools Menu In this menu, you are forwarded to the “Options” page. Here you can use different tabs to define the basic properties of SwyxFax Client: • General default settings for the send dialog (window "Send Fax"), • sender (number, sender information), • send options (send time, priority, letterhead, redials), • send report (transmission confirmation, error messages), • miscellaneous (switch confirmations on / off, notification of incoming fax, sort fax document list).

Figure 1-9 The Options Menu

1.2.2.7

The Help Menu Here you will find • Online Help, • a link to the Swyx homepage, and • detailed information about this version of SwyxFax Client.

Figure 1-10 The Help Menu .

Menu Command

Explanation

Help

Calling Online Help.

Swyx Homepage

This calls the Swyx Homepage.

About SwyxFax Client...

Shows version and copyright information. Table 1-6 The Help Menu

Interface and Menus

1 - 11


1.2.2.8 Toolbar You can call various functions of the SwyxFax Client by clicking on the corresponding symbol in the toolbar. If you hold the mouse on an icon for a moment, QuickInfo (mouse over menu) will be displayed. This will briefly explain the function of the corresponding icon. The available icons will be described in the following: Symbol

1 - 12

SwyxFax Client

Function

Explanation

Export

Exports the selected fax.

Print

Prints the highlighted fax document(s).

Print documents list

Prints the selected fax document folder.

Zoom in (refers to: Preview Window)

Enlarges the selected fax within the preview window.

Zoom out (refers to: Preview Window)

Reduces the selected fax within the preview window.

Page Height (refers to: Preview Window)

Optimizes the view of the fax within the preview window to page height.

Page Width (refers to: Preview Window)

Optimizes the view of the fax within the preview window to page width.

Rotate right (90°) (refers to: Preview Window)

Rotates the fax 90° to the right within the preview window.

Rotate left (-90°) (refers to: Preview Window)

Rotates the fax 90° to the left within the preview window.

Turn (180°) (refers to: Preview Window)

Turns the fax 180° to the right within the preview window.

Previous Page (refers to: Preview Window)

Pages one page back within a multiple page fax.

Next Page (refers to: Preview Window)

Pages one page forward within a multiple page fax.

Quickfax

Calls window "Send Fax" to send a quickfax.

Address Book

Calls the address book.


Symbol

Function

Explanation

Refresh

Updates the fax document folder. The function key F5 can be used alternatively.

View

View of the fax document(s) in the Image Viewer.

Mark as Read

Marks one or more fax document(s) as read.

Details

Calls the Details for the selected fax.

Reactivate

Reactivates a fax, i.e. a fax which could not be sent is then resent.

Pause

Stops the transmission process on the Fax server for a fax.

Resume

Resumes the transmission process on the Fax server.

Delete

Deletes the highlighted fax document(s).

Forward

Forwards the highlighted fax.

Options

Calls the SwyxFax Client options.

Show Preview Window

Switches the Preview Window on or off.

Homepage

This calls the Swyx homepage.

Version and Copyright Information

This calls the SwyxFax Client information.

Help

Calls the Online Help. Table 1-7 Toolbar

1.2.2.9 Status Bar The status bar is located at the lower border of the SwyxFax Client window. Figure 1-11 Status Bar

On the left side, you will see brief Help texts concerning the actions. In addition, the number of highlighted documents and the total number of available documents is shown here. The color symbol at the lower right indicates whether a connection to the SwyxFax Server exists (green) or not (red).

Interface and Menus

1 - 13


1.3

General Settings You can define general settings for the SwyxFax Client. These settings are valid for all SwyxFax Client actions. This includes, for example, the configuration of the sender information, the viewer program used for the fax documents and other options such as priority or letterhead of a fax.

1.3.1

Sender The address of the sender is entered directly in the window "Send Fax" (see also chapter 1.4.4, „Send Fax“, page 1-28). You can either save a default setting for further fax transmissions or enter a modification for the current fax document and leave the default setting unchanged. This is how you change the sender

Changing the sender

1.

Open the window "Send Fax" by sending a fax or a Quickfax (click on

2.

Click on the tab “Sender…”.

3.

Enter the changes.

).

The information entered will be used for the current fax to be sent. If you would like to use the data entered in the future as the default setting, click on “Save as default”.

1.3.2

Tools Other settings for fax transmission can be made under “Tools | Options...” in the menu bar. The “Options” window will appear. Here you will find the various tabs and settings. The settings entered here are valid for further fax transmission. However, you can individually change the current fax in the window "Send Fax".

1.3.2.1

General On the "General" tab, enter the settings for the SwyxServer and define where SwyxFax Client should save the address book and the log file.

Figure 1-12 SwyxFax Server

1 - 14

SwyxFax Client


SwyxServer You can define the server to be standardly used for sending your fax documents in the field “SwyxServer”. Additional please enter your user name and password. You can update your password by clicking on „Change Password...“. If this server is not available, you can enter an alternative server within your network to be used for sending the documents in this case. If the server is not available, a dialog will appear which prompts you to enter another SwyxServer. Refresh Time “Refresh Time” is used to define the intervals at which SwyxFax Client matches its fax folder display with the server data. A range of 30 to 600 seconds is available to you here. You can, of course, initiate a refresh at any time by clicking on or pressing the F5 function key. Files In the lower section of the tab you can define where your address book and the log file should be saved. You can enter the path with the file name directly here or use the browse function. Address Book In the default installation, an address book is saved under "C:\Documents and Settings\<User Name>\Application Information\Swyx\SwyxFax Client\private.dta". If another user logs on to this PC, an Address Book in the form of a DTA file does not yet exist. You can enter the path to another Address Book here. If you would like to create a new Address Book, you must first create an empty text file and then save it as a DTA file. Then you can use to define the file as the Address Book. Please note that cannot use the new Address Book until you have restarted SwyxFax Client. Log The log file is used to protocol fax procedure errors within SwyxFax Client. This information can help you or your system administrator if problems occur. If you leave this field empty, no log file will be created.

General Settings

1 - 15


1.3.2.2

Sender You can save your sender information on the "Sender" tab in the menu "Tools | Options...".

Figure 1-13 Sender

Numbers In the "Numbers" field you can enter your Fax Station ID and the Outgoing Internal Number. The Fax Station ID is the number that SwyxFax should transmit to the remote fax machine when a fax is received. Sender Details In the field "Sender Information" enter company, address, department, name, e-mail, telephone and fax numbers. The transmit confirmations will be sent to the E-mail address entered in field "E-mail" after fax transmission (see chapter 1.3.2.4, Transmit Reporting). All information entered here will be saved as the default setting, i.e. it will automatically be used as "Sender" in the window "Send Fax" (see chapter 1.4.4, â&#x20AC;&#x17E;Send Faxâ&#x20AC;&#x153;, page 1-28). If you change the sender in the "Send Fax" window and save it there as the default setting, the information will be changed accordingly on this tab.

1 - 16

SwyxFax Client


1.3.2.3

Send Options Here you can change the basic settings for fax transmission, such as Priority or the general use of a cover page or the settings for redial.

Figure 1-14 Send Options

Priority You can prioritize fax documents. A fax with "high" priority will be sent before a fax with "normal" priority. This will also be the case for the fax jobs of other users that also have "normal" priority. Layout Activate the checkbox "Per default send fax with cover page" if you would like to send every fax with a cover page. In the field “Layout”, you can also choose which letterheads should be used for a fax to be sent to an external recipient. You can select a letterhead for the first page which is different from the letterhead used for the rest of the pages. The system administrator will place the letterheads available to all users on the SwyxFax Server. All of the settings made and applied here will automatically be applied in the Send Fax dialog (window "Send Fax") each time a fax is sent. You can modify these settings to meet your needs for the current fax to be sent. (see also chapter 1.4.4, „Send Fax“, page 1-28).

General Settings

1 - 17


Redial In the “Redial” field, you can define how often a transmission attempt should be repeated (1 to 10 times) after it has failed the first time. In addition, you can also define the interval at which these attempts should be made (30 to 600 seconds). In doing so you can define which pages of the fax should be sent in the renewed transmission attempt. Select from: • Send entire fax again, • Send only the failed pages or • Send first page and all failed pages

1.3.2.4

Transmit Reporting On the "Transmit Reporting" tab you can define the setting for the fax Send Report. If you have sent a fax, you will receive a message from SwyxFax Server with information on the tranmission success of the fax. This can also be a send confirmation (if the transmission was successful) or a message (if errors occur during fax transmission). As another option, you can define the form in which you receive the Send Report, namely per e-mail and/or in print form.

Figure 1-15 Transmit Reporting

1 - 18

SwyxFax Client


Fax Management In the field "Fax Handling" you can define whether successful or faulty fax transmissions should be saved in the folder "Sent Faxes" or "Error Faxes". This ensures that later access to sent faxes, sorted by transmission success, is possible.

Figure 1-16 Fax Management

General Settings

1 - 19


Succeeded Fax Transmit Confirmation Define whether you should receive notification of successful fax tranmission as a fax transmit confirmation per e-mail and/or in print form.

Figure 1-17 Succeeded Fax Transmit Confirmation

Fax Transmit Confirmation per E-Mail Activate the checkbox "Send E-mail confirmation:". Define the content of the e-mail. Decide whether just the transmission parameters, the transmission parameters and the first page of the fax or the transmission parameters and the entire fax should be sent. Transmission parameters include: • Sender ID • Recipient ID • Recipient’s name • Send Time • Number of Pages • Attempts • Duration of Transmission • Fax Station ID • Resolution • Speed • Transmission Status

1 - 20

SwyxFax Client


If you select "Transmit parameters and the first fax page" or "Transmit parameters and the entire fax", the first page or the entire fax will be attached to an e-mail as a file. You can define the format. Formats include: ��� TIFF or • PDF and • TIFF and PDF (2 attachments) The transmit confirmation will be sent to the E-mail address entered on the tab "Sender" (see chapter 1.3.2.2, Sender). Fax Transmit Confirmation per Print Activate the checkbox "Print confirmation to:" and select the printer. Define the content of the printout. Decide whether just the transmission parameters, the transmission parameters and the first page of the fax or the transmission parameters and the entire fax should be printed. Confirm your selection with “OK”. A transmit confirmation can be sent per e-mail or printed. The parameters saved here are the default setting. These parameters will appear in the "Send Fax" window. In this window, you can adapt the parameters to meet your requirements for the current fax.

Failed Fax Notification In the field "Failed Fax Notification" you can define whether you would like to be notified of a failed fax per e-mail and/or in print form.

Figure 1-18 Failed Fax Notification

General Settings

1 - 21


Notification per E-Mail Activate the checkbox "Send E-mail notification:". Define the content of the e-mail. Decide whether you would like to receive just the transmission parameters, the transmission parameters and the first page of the fax or the transmission parameters and the entire fax. Transmission parameters include: • Sender ID • Recipient ID • Recipient’s name • Send Time • Number of Pages • Attempts • Duration of Transmission • Fax Station ID • Resolution • Speed • Transmission Status If you select "Transmit parameters and the first fax page" or "Transmit parameters and the entire fax", the first page or the entire fax will be attached to an e-mail as a file. You can define the format. Formats include: • TIFF or • PDF and • TIFF and PDF (2 attachments) The notification will be sent to the E-mail address entered on the tab "Sender" (see chapter 1.3.2.2, Sender). Notification per Printout Activate the checkbox "Print confirmation to:" and select the printer. Define the content of the printout. Decide whether just the transmission parameters, the transmission parameters and the first page of the fax or the transmission parameters and the entire fax should be included. Confirm your selection with “OK”. A notification can be sent per e-mail or printed. Please note that printer selected here must be a local printer which is recognized by the SwyxFax Server. The parameters saved here are the default setting. These parameters will appear in the "Send Fax" window. In this window, you can adapt the parameters to meet your requirements for the current fax.

1 - 22

SwyxFax Client


1.3.2.5

Miscellaneous The "Miscellaneous" tab is used to define additional settings for SwyxFax Client, such as security queries or notifications.

Figure 1-19 Options - Miscellaneous

Confirmations Prompt for these Actions Under “Confirmation Prompt for these Actions”, you can activate the corresponding checkboxes to indicate which actions (Cancel, Delete, or Reactivate a fax transmission) you must confirm. If confirmation is activated, a window will appear together with the corresponding action. This window will prompt you to confirm the action. This helps to avoid accidental deletion, cancellation or reactivation. When New Faxes Arrive Under “When New Faxes Arrive”, you define whether a new fax should be signalled with a window or a notification tone. Activate the appropriate option. In each case, a new fax will be signalled via the changed symbol in the taskbar.

General Settings

1 - 23


1.3.3

Read Fax Documents (Fax Viewer Program) SwyxFax Client is used to install the program “faxviewer.exe” for viewing DCX files. This allows you to read fax documents. Any other DCX/PCX viewer can be used a fax viewing program. By default, the Kodak Wang Image Viewer, which is part of the Windows operating system, is installed in Windows 98, Windows NT 4.0 and Windows 2000. If you would like to use a different viewer than the one which has been installed, adjust the file type in Microsoft Explorer. A detailed description of this can be found in your Windows documentation.

1.4

Send Fax You have several options for sending a fax: • Sending a fax from out of an application You can create a document in a Windows application (e.g. Word or Excel) and then send it directly from the application. • Sending a Quickfax Direct start of SwyxFax Client in order to design a Quickfax on the cover page and then sending it.

1.4.1

Sending a Fax from an Application If you have created a document in a Windows application, which addresses a printer, you can use SwyxFax Client to send the document from this Windows application. This is how you send a fax from a Windows application

Faxing from a Windows application

1.

Create a document in a Windows application such as Word or Excel.

2.

Then, with the document open, select the function “Print”. The following window appears:“Print”.

3.

Select “SwyxFax” from the printers listed there.

4.

Click on “OK”. The following window appears: „Send Fax“.

5.

Enter the Send parameters here. For further information please refer to chapter 1.4.4, „Send Fax“, page 1-28.

6.

Click on “Send”. The selected document will be sent.

1.4.2

Sending a Fax from several Applications You can send documents from several Windows applications in one fax. This is how you send a fax from several Windows applications

Faxing from several Windows application

1.

Create a document in a Windows application (e. g. Word).

2.

Then, with the document open, select the function “Print”. The following window appears:“Print”.

3.

Select “SwyxFax” from the printers listed there. The following window appears: „Send Fax“.

1 - 24

SwyxFax Client


4.

Please leave this window open, without any input.

5.

Open another Windows application, e.g. Excel.

6.

Then, with the document open, select the function “Print”. The following window appears:“Print”.

7.

Select “SwyxFax” from the printers listed there. The additional document will be added (without a cover page) to the already printed fax (Word).

8.

If all documents are printed, please enter the Send parameters in window „Send Fax“. For further information please refer to chapter 1.4.4, „Send Fax“, page 1-28.

9.

Click on “Send”. The selected documents will be sent in one fax.

If you print using the SwyxFax Client printer driver, it may take a few seconds until the window “Send Fax” appears. It depends on the size of the document. Transmission via the print driver connection is the default access for sending faxes. It offers the maximum integration in every PC application which uses Windows and it is not dependent on the respective format of the internal document. The printer connection is made by generating a print file in DCX format. Then, in the Send order which follows, this file is transferred to SwyxFax Client. Therefore, the printer driver connection supports all those performance features, which are also offered by a normal printer.

1.4.3

Quickfax You can send a Quickfax in the form of a cover page with a brief message without an attached document. The window "Send Fax" can be opened by clicking in "Quickfax" in the SwyxFax Client window. Switch to the "Memo" tab and enter your message. Only the cover page will be produced and sent as a fax document. This is how you send a Quickfax 1. Send Quickfax

Call SwyxFax Client. You have several options: • Double-click in the tray on (SwyxFax Client is always located in the tray when it has been minimized) or • click on SwyxFax Client in the taskbar (if the window is not yet open, but is in the background) or • call SwyxFax Client in your program directory (if SwyxFax Client has not yet been started). The following window appears in every case: „SwyxFax Client“.

2.

Create a Quickfax. You have several options: • Go to the toolbar and click on

or

• go to the menu “Fax” and select the option “Send Quickfax...”. The following window appears in every case: „Send Fax“. The "General" tab is opened.

Send Fax

1 - 25


Figure 1-20 Quickfax - Send Fax 3.

Cover Page Activate "Send fax with cover page"

4.

Recipient: Enter the recipient information here • manually or • select a recipient from the “Address Book…” or from the Outlook contacts “Outlook…”. You will find other options for entering the destination in Chapter , Entry of the Recipient, page 1-30. “Save” is used to add the currently entered address information to your Address Book.

5.

Memo: Switch to the "Memo" tab. Enter your message to the recipient here.

6.

Sender: If you would like to change the sender information on the cover page, switch to the “Sender” tab. Here you can modify the sender information. The changes made here are only valid for the current fax. If you would like to save the changes as the default setting, click on "Save as default". They will then be applied in the menu "Tools | Options..." on the "Sender" tab.

1 - 26

SwyxFax Client


7.

Attachments: You have the option of adding image files to the fax. Switch to the "Attachments" tab. Add the image files • using the file selection or • using the scanner connection. You will find further information on adding image files in Chapter 1.4.4.4, Attachments, page 1-34. Preview: "Preview" can be used to display the attached files in the preview.

8.

Send Options: Switch to the "Send Options" tab. You have the option of sending your fax at a specific time. Select a date and/or a time in the future.

9.

Priority: You can prioritize fax documents. A fax with "high" priority will be sent before a fax with "normal" priority. This will also be the case for the fax jobs of other users that also have "normal" priority.

10. Letterhead: Due to the fact that a Quickfax consists of a cover page only, it is not possible to select letterheads for memos (see chapter 1.3.2, Tools, page 1-14). The selection of letterheads is therefore deactivated. 11. Redial: In the "Redial" field you define how often and at what intervals a new send attempt should be made in the case of a failed fax. You will find explanations for redail in Chapter , Redial, page 1-18. 12. Transmit Reporting Switch to the "Transmit Reporting" tab. To receive feedback on the transmission success of the sent fax, you have the option of requesting a Transmit Confirmation or a failed fax notification from SwyxFax Server. Define whether you would like to receive the transmit report per e-mail and/or printout. In doing so the successful and failed faxes can be handled seperately. Select the contents to be included in the transmit report. You will find explanations in Chapter 1.4.4.6, Transmit Reporting, page 1-36. 13. To send the Quickfax, click on “Send”. The document will appear in your outgoing fax list and will be sent according to the time and date indicated.

In order to send a fax, it is absolutely necessary to enter the fax number and a valid send time. If these parameters have not been entered or if they contain invalid values, SwyxFax Client will prompt you with a corresponding error message to correct the entry.

Send Fax

1 - 27


1.4.4

„Send Fax“ The “Send Fax” window will always open before a fax is sent, regardless of whether you are sending a Quickfax directly from SwyxFax Client, forwarding a fax, or sending a document from a Windows application via SwyxFax Client. All default setting saved under "Tools | Options..." will appear in the "Send Fax" window. If you would like to make changes for the fax to be currently sent, make these changes in the "Send Fax" dialog. Then next time you send a fax, the default settings will once again be visible.

Figure 1-21 „Send Fax“ window

The "Send Fax" window is divided into six tabs: • General, • Memo, • Sender, • Attachments, • Send Options and • Transmit Reporting

1 - 28

SwyxFax Client


1.4.4.1

General settings in "Send Fax" window On the "General" tab in the "Send Fax" window you can define whether the fax should be sent with or without a cover page. You also save or select the recipient information here.

Figure 1-22 â&#x20AC;&#x17E;Send Faxâ&#x20AC;&#x153; window - General

In order to send a fax, it is absolutely necessary to enter the fax number and a valid send time. If these parameters have not been entered or if they contain invalid values, SwyxFax Client will prompt you with a corresponding error message to correct the entry.

Send Fax

1 - 29


Send fax with cover page The cover page is a page containing information about the fax sender, fax recipient, and other status information, such as date, time and number of pages. You can also add a memo on the cover page.

Figure 1-23 Cover Page - Example

The cover page is set up by the system administrator. For further information, please refer to the SwyxWare Administrator documentation. In the "Cover Page" field you can indicate whether your fax should be sent with or without a cover page. To do so, activate or deactivate the checkbox "Send fax with cover page". Please note that a Quickfax must have either a cover page or an image.

Entry of the Recipient You can enter the recipient information in different ways, which are described in more detail below.

Manual address entry

1 - 30

SwyxFax Client

Manual Entry Enter the destination number in the “Fax” field as usual including the preceding public line access (e.g. “9”). You can also use the canonical telephone number format (e.g. +49 (231) 12345-678). In this case you should not use a preceding number for public line access.


Address Book SwyxFax Client provides you with your own Address Book in which can store fax numbers. This is how you select a fax address from the Address Book 1. Selecting a number from the Address Book

Click on “Address Book…”. The following window appears: “Select Recipient”.

2.

Select an entry from the list provided or enter a new entry (see chapter 1.7, Address Book, page 1-47).

3.

Confirm your input by clicking on ”OK”. The recipient information is applied in the "Send Fax" dialog.

Outlook SwyxFax Client offers you the option of accessing your Outlook Contacts directly. This is how you select a fax address from Outlook Contacts 1. Selecting a number from OutlookContacts

Click on "Outlook...". The following window appears: “Select a fax number from the contacts”.

2.

Select a contact.

Please remember that the selected contact must be a fax number because e-mail addresses are also shown.

Internal Fax

Several Destination Addresses

3.

Confirm your input by clicking on ”OK”.

4.

The recipient information is applied in the "Send Fax" dialog.

Internal Fax If you would like to send an internal fax, just enter the extension number in the "Fax" field (without a preceding number for public line access) or the Windows user account of the recipient you want. An internal fax is queued on the SwyxFax Server just like a normal fax, however, when the fax is sent, a number is not dialed. The fax is copied internally and made available to the recipient. Several Destination Addresses You can also send a fax to more than one recipient. To do this, enter the destination numbers separated by a comma or semicolon in the field “Fax”. You can select both internal and external fax addresses. The fax document to be sent will appear in your fax documents folder as a single document. The recipients will not be aware that this fax has been sent to more than one fax address.

Selecting addresses from a text file

Fax Addresses from a File It is also possible to apply destination addresses from a *.TXT type file by clicking on “File…” in the "Send Fax" window. The file must contain the destination number in every line. You can create such a file, for example, using the Windows Notepad. If you create the file with a word processing program such as Microsoft Word, remember to choose the “Text Only” file type when saving.

Send Fax

1 - 31


1.4.4.2 Memo On the "Memo" tab you can enter a brief message for the recipient. This message will appear later on the cover page. In the case of a Quickfax, the "Memo" section is the only field available for writing a message for the recipient.

Figure 1-24 â&#x20AC;&#x17E;Send Faxâ&#x20AC;&#x153; window - Memo

1 - 32

SwyxFax Client


1.4.4.3

Sender On the "Sender" tab you can change the sender information of the cover page. The sender information here are taken from the settings under "Tools | Options...". If you make changes here they will only be valid for the current fax. If you would like to use the changed data as the default setting, click on “Save as default”. For further information please refer to chapter 1.3.2.2, Sender, page 1-16.

Figure 1-25 „Send Fax“ window - Sender

Send Fax

1 - 33


1.4.4.4

Attachments If you would like to add image files to the fax, use the "Attachements" tab. This tab allows you to add existing images quickly and easily. In addition, images that are not available in electronic form can be recorded in the transmission process (see also chapter 1.4.5, Adding Image Files, page 1-37). The list shows the number of pages that have been added and their source.

Figure 1-26 â&#x20AC;&#x17E;Send Faxâ&#x20AC;&#x153; window - Attachments

Preview You can view the added pages in an external Image Viewer via "Preview". Please remember that the cover page will not be shown in the preview.

1 - 34

SwyxFax Client


1.4.4.5

Send Options On the "Send Options" tab you can define the transmission time, the priority and the letterhead of the current fax. In addition, you can define the settings for redial in the case of a failed fax transmission. The information shown here is taken from the default settings defined under "Tools | Options...". If the settings are modified here, they will only be valid for the current document to be sent (For further information please refer to chapter 1.3.2.3, Send Options, page 1-17.).

Figure 1-27 â&#x20AC;&#x17E;Send Faxâ&#x20AC;&#x153; window - Options

Send Time You have the option of sending your fax at a specific time. Select a date and/or a time in the future. Priority You can prioritize fax documents. A fax with "high" priority will be sent before a fax with "normal" priority. This will also be the case for the fax jobs of other users that also have "normal" priority. Letterhead You can store letterheads, for example templates with a water mark, on SwyxFax Server. These can then be applied to the document before it is sent. Please note that this option is not available for Quickfaxes because only the cover page is sent for memos. The cover page is provided by the system administrator and it cannot be changed by a SwyxFax Client user. The sender and recipient information, as well as the memo, will be inserted. For further information, please refer to the SwyxWare Administrator documentation.

Send Fax

1 - 35


Letterheads are only available for fax documents addressed to an external recipient. They cannot be used within the Windows network because SwyxFax Server doesn’t apply the letterheads until these documents are sent. Redial In the "Redial" field you can define the redial behavior of a transmission attempt for the current fax. If the transmission fails the first time, a redial will be initiated. Define how many times the tranmission attempt should be repeated and in what interval the redial should take place. Also select which pages of the fax should be sent in the case of a renewed transmission attempt: • Send entire fax again, • send only the failed pages or • send the first page and all failed pages

1.4.4.6 Transmit Reporting On the "Transmission Reporting" tab you can define the setting for the fax transmit report. If you have sent a fax, you will receive a message from SwyxFax Server with information on the tranmission success of the fax. This can also be a send confirmation (if the transmission was successful) or a message (if errors occur during fax transmission). You can define the form in which you would like to receive the send report. You can choose between e-mail and print form. The information shown here is taken from the default settings defined under "Tools | Options...". You can change these settings for the current fax. For further information please refer to chapter 1.3.2.4, Transmit Reporting, page 1-18.

Figure 1-28 „Send Fax“ window - Transmit Reporting

1 - 36

SwyxFax Client


1.4.5

Adding Image Files You can add image files to a fax. These may include existing images or those which are not yet in electronic form. These images can be recorded during the transmission process using the scanner connection integrated in SwyxFax Client. This is how you add fax image files 1. Add image files

Click in the "Send Fax" window on the tab “Attachments”. In the field "Attached images" you will see an overview of the source, number of pages and description of the source of the images.

2.

Click on “Add...”. The “Select source” window will open.

3.

Activate "from file" and click on appear.

4.

Select the file to be attached. The following formats are allowed: PCX,DCX, TIFF (CCITT 1D/Huffman RLE), TIFF (Group 3 Fax), SFF, BMP.

5.

Click on “Add”.

to select the file you want. The "Open" dialog will

The "Attached Images" list will be updated. It shows the source information of the image files just selected. This is how you add images to a fax using a scanner 1. Adding images using a scanner

Click in the "Send Fax" window on the tab “Attachments”. In the field "Attached images" you will see an overview of the source, number of pages and description of the source of the images.

2.

Click on “Add...”. The “Select source” window will open.

3.

Activate "from scanner" and select the scanner you want.

4.

Click on “Add”. The "Scan process" window will open and the scanner software will be started.

5.

Place the object to be scanned on the scanner and start scanning. The "Scan process" window shows you how many pages were scanned.

6.

Close the scanner software after the scan. The scanned images will be added to the "Attached Images" list.

Please note that the selected scanner must be a local scanner. In the "Attached Images" field you will see an overview of the number of pages added and the sources of these pages. You can remove highlighted images from the list by clicking on "Delete". "Move up" and "Move down" can be used to change the order of the images to be sent.

Send Fax

1 - 37


1.4.6

Send Multiple Faxes You can send a fax to different recipients. To do this, enter the following in the "Send Fax" window in the field "Fax:" the fax numbers of the different recipients separated by a comma or semicolon in the Send Fax window in the “Fax” field. SwyxFax Client will then create the appropriate number of individual documents to be sent to the different fax numbers. It is not indicated on any of the individual documents whether this fax has also been sent to other numbers. Please note that all other fields (e.g. company, name, etc.) will be sent to all recipients.

1.4.7

Pause Fax Transmission Fax documents, which have not yet been sent, but which are still listed in your fax Outbox, can be stopped. This is how you pause a fax transmission Pause Fax Transmission

1.

Select in SwyxFax Client the folder "Outbox"

2.

Click on the fax you would like to pause. The fax will be marked.

3.

Now select in the menu “Document | Pause” or click on mouse button) and select the option “Pause”.

or open the context menu (right

The fax will be paused and its status will change. In the “Comments” column you will now see the entry “paused”. A fax order, which has been paused, can be resumed later (see also chapter 1.4.8, Resume Fax Transmission, page 1-38).

It is only possible to pause fax orders, which are in the fax Outbox and which have not yet been sent.

1.4.8

Resume Fax Transmission If you have paused a fax document, as described in chapter 1.4.7, Pause Fax Transmission, you can resume the transmission later. This is how you resume a fax transmission Resume Fax Transmission

1.

Select in SwyxFax Client the folder "Outbox"

2.

Click on the fax for which you would like to resume transmission. The fax will be marked.

3.

Now select in the menu “Document | Resume” or click on (right mouse button) and select the option “Resume”.

or open the context menu

The fax transmission will be resumed and its status will change. In the “Comments” column you will now see the entry “resumed”.

1 - 38

SwyxFax Client


1.4.9

Send Fax Again If the transmission of the fax has failed, for example because there was no connection at the opposite end or the number was busy, it is possible to reactivate these documents to be sent again. This is how you send a fax document again Send fax again

1.

Select in SwyxFax Client the folder “Failed Faxes”.

2.

Click on the fax you would like to send again. The fax will be marked.

3.

Now select in the menu “Document | Reactivate” or click on (right mouse button) and select the option “Reactivate”.

or open the context menu

4.

If you have activated the confirmation for “Reactivate” in the “Options” window, a dialog will appear which notifies you that this document is being processed again. Confirm your selection by clicking on ”OK”. The following window appears in every case: „Send Fax“.

5.

If necessary, enter the new data for sending the fax and then click on “Send”. The fax document will be sent using the new parameters.

Only those documents located in the “Error Faxes” journal can be sent again. In other folders, please use the “Forward” function (see also chapter 1.4.10, Forward, page 1-39).

1.4.10

Forward Documents can be forwarded from the “Sent Faxes” or “Inbox” folders. In this case, a new cover page is attached to the entire fax document. This is how you forward a fax Forward

1.

Select in SwyxFax Client the folder “Sent Faxes” or “Inbox”.

2.

Click on the fax you would like to forward. The fax will be marked.

3.

Now select in the menu “Document | Forward” or click on (right mouse button) and select the option “Forward”.

or open the context menu

The following window appears: „Send Fax“. 4.

Enter the parameters for the new fax recipient and then click on “Send”. A new cover page is attached to the fax and sent.

If you would like to have your fax documents automatically forwarded to a colleague during your absence, please contact your administrator.

Send Fax

1 - 39


1.4.11

Delete Fax Documents can be deleted in order to completely remove a fax document from a folder. This is how you delete a fax Delete

1.

Select a folder in SwyxFax Client.

2.

Click on the fax you would like to delete. The fax will be marked.

3.

Now select in the menu “Document | Delete” or click on (right mouse button) and select the option “Delete”.

or open the Context Menu

If you have activated the confirmation for “Delete” in the “Options” window, a dialog will appear which notifies you that this document will be removed. 4.

Confirm your selection by clicking on ”OK”. The selected fax documents are then removed completely.

1.5

Send Serial Letters per Fax You can print serial letters from a Microsoft Office application (e.g. Word). To do this, create the letter as a Word document and enter defined serial print fields instead of an address. For more information on this, read the documentation for the Microsoft application. This function allows you to create and send serial faxes. Begin the serial fax with the command @@FAXMERGE@@ in a separate line, to indicate the beginning of a serial fax document to SwyxFax Server. The line in which this command is given will be removed when printing. Enter another command for the transmission of the fax number. This so-called ‘magic string’ must be given in a separate line and it contains the fax number or the serial print field in which the fax number will be added when printing: @@NUMBER <<serial print filed fax number>>@@ @@NUMBER is used to signal to SwyxFax Server that a fax number will follow. @@ is used to conclude the fax number. SwyxFax Server takes this fax number from the document and sends it to the fax number given. The line in which this command is given will be removed when printing. Then print the serial letter on the printer.

1 - 40

SwyxFax Client


1.5.1

Overview of the Commands The following is an overview of the commands that SwyxFax Server can interpret from Word when printing. All commands are given in the form @@COMMAND<Parameter>@@ added in a separate line in the Word document. SwyxFax Server removes this line when sending the fax. The final @@ is optional. Command

Use

FAXMERGE

Separates the individual fax documents (see Creation of Serial Faxes, page 1-42).

NUMBER

Adds a number (see Adding a Fax Number, page 1-42).

FROM

Adds the fax number of the desired sender (see Adding the Caller Number, page 1-43).

FROMEMAIL

Adds the e-mail address of the desired sender (see Adding senderâ&#x20AC;&#x2122;s e-mail address, page 1-43).

SCHEDULE

Adds the send date for the send job (see Adding the Send Time, page 1-44).

PRIORITY

Sets the priority of the fax document (see Insert Priority, page 1-44).

REDIAL

Determines the number and the interval of the redial (see Defining Redial, page 1-45).

INSERT

Inserts a signature file to the fax (see Adding an Image, e.g. a Signature, page 1-45).

All of the commands used here are identical to the commands, which David at Tobit Software uses.

Send Serial Letters per Fax

1 - 41


1.5.2

Commands in Detail This section provides a detailed description of the commands, which SwyxFax accepts when printing from an application.

Creation of Serial Faxes FAXMERGE

Command:

FAXMERGE

Synonyms:

FXM

Description: This command must be in the first line of a serial fax. It separates the individual fax documents from one another when faxing. When the fax is sent, this line with the command will be removed. Syntax:

@@FAXMERGE@@

Parameters: none

Adding a Fax Number NUMBER

Command:

NUMBER

Synonyms:

NMB, TO

Description: SwyxFax interprets the parameter as the fax number to which the document should be sent. Syntax:

@@NUMBER<Parameter>@@

Parameter: A fax number or the user name of an internal subscriber or, in the case of a serial fax, the serial print field that contains the fax number, can be added directly here as a parameter. Example:

Fax number in canonical foramt: @@NUMBER+4912345678@@ Fax number with public line access (here: 0): @@NUMBER0004912345678@@ Fax number added from a serial field: @@NMR<<Serial field fax number>>@@ User name as fax number: @@NUMBER tom.jones@@

1 - 42

SwyxFax Client


Adding the Caller Number FROM

Command:

FROM

Synonyms:

FRO

Description: Overwrites your own sender for the current fax job. SwyxFax interprets the parameters of the fax number from which the document was sent. Syntax:

@@FROM<Parameter>@@

Parameter: A fax number can be added here as a parameter. Example:

Fax number in canonical foramt: @@FROM+4912345678@@ Fax number including spaces: @@FRO“+49 123 45678“@@

Adding sender’s e-mail address FROMEMAIL

Command:

FROMEMAIL

Synonymous:

-

Description: SwyxFax interprets the parameters as the e-mail address of the sender Syntax:

@@FROMEMAIL<Sender e-mail address>@@

Parameter: The e-mail address can be directly inserted as a parameter. Example:

E-mail address: @@FROMEMAIL Eva.Schmidt@Swyx.com@@

Send Serial Letters per Fax

1 - 43


Adding the Send Time SCHEDULE

Command:

SCHEDULE

Synonyms:

SDL

Description: Defines the send date for the send job. Syntax:

@@SCHEDULE<Date and time>@@ @@SCHEDULE+<Duration in minutes>@@

Parameter: An exact send appointment with date and time can be defined as a parameter. The date must be entered in the format "DD.MM.YY" or "DD.MM.YYYY" and the time in the format "hh.mm". Alternatively the send appointment can be entered as a whole numbe minute value with preceeding "+" sign (starting from the time of the creation of the message). Example:

Send time at a specific time: @@SCHEDULE 01.08.2005 10:00@@ Send fax 2 hours after the creation of the message: @@SCHEDULE +120@@

Insert Priority PIORITY

Command:

PRIORITY

Synonyms:

PRI

Description: Allows the assignment of a specific priority for the e-mail job. This parameter can be used to set two different priority levels. Syntax:

@@PRIORITY<level>@@

Parameter: There are two levels available here: 2: High 0: Normal Example:

Fax with a High Priority @@PRIORITY 2@@ Fax with a Normal Priority @@PRI 0@@

1 - 44

SwyxFax Client


Defining Redial REDIAL

Command:

REDIAL

Synonyms:

RED

Description: Here you define the number of redial attempts in addition to the interval between the redial attempts. Syntax:

@@REDIAL<number of attempts>[redial interval]@@

Parameter: Here you will find the number of redial attempts and the redial interval as parameters. Example:

sets redial to 10 attempts @@REDIAL 10@@ sets redial to 3 attempts and the interval to 60 seconds @@REDIAL 3 60@@

Adding an Image, e.g. a Signature INSERT

Command:

INSERT

Synonyms:

INS

Description: This parameter inserts the signature file. The following file formats are supported: BMP und PCX. The inserted image will be positioned in the upper left corner where @@ is located. Syntax:

@@INSERT<Filename>@@

Parameter: A file name can be added here as a parameter. Example:

Attaches the image file "My Signature.bmp" to the fax @@INSERT "C:\My Signature.bmp"@@

Send Serial Letters per Fax

1 - 45


1.6

Receive Fax Each time SwyxFax Client is started, a the system will check whether new fax documents have been received for the respective user on the server. This check is repeated at regular intervals. It takes place simultaneously with the fax documents folder update. You can change the refresh time in the “Tools | Options...” menu on the "General" tab (see General, page 1-14). When a fax is received, this will be indicated in the tray by a program icon, which shows a fax machine with an incoming fax . Furthermore, an acoustic signal or a notification window can be used to indicate that you have received a fax document. These signals can be configured in the “Tools | Options...” menu on the “Miscellaneous” tab (see Miscellaneous, page 1-23). If SwyxFax Server has received a new fax for you, a notification window will appear on your screen:

Figure 1-29 Receive Fax

Confirm this message with “OK”. The SwyxFax Client window opens when a fax is received. The received faxes are marked with and are available in the "Inbox". You can highlight these and view them in the Preview window or double-click on it or go to “Document | View...” to view it in the Image Viewer.

1 - 46

SwyxFax Client


1.7

Address Book You can store all frequently used fax numbers in your Address Book. Each user is given his or her own Address Book. To open the Address Book, click on or select in the menu “Fax | Address Book...”. The “Address Book” window will appear.

Figure 1-30 Address Book

Here you can select and manage the address for a new fax document. The Address Book is a file on your PC or a network file, in which all saved recipient addresses are managed. The Address Book is stored as a DTA file. In the default setting, the address book will be saved under "C:\Documents and Settings\<Username>\Application Data\Swyx\SwyxFax Client\private.dta". You can change this setting in the menu bar under “Tools | Optionen..." on the “General” tab (see General, page 1-14). If, for example, the PC is used by several people, it makes sense to save the Address Book in a private directory. Alternatively, a company-wide Address Book for fax addresses can also be set up and made available to all employees in a corresponding folder. Quick Search In order to find a specific entry in the Address Book quickly, click on the list and enter the first letters in the name of the company of the recipient you are looking for. With each character entered, the entry in the list which is closest to your search entry will be selected.

Address Book

1 - 47


Edit Addresses Clear “Clear” is used to delete all entries in the fields for the recipient address. You can then enter new recipient information and confirm the addition of the new Address Book entry with “Add”. This method is used to record all of the recipients you need. Add The “Add” button is used to apply the data entered in the fields as a new entry in the Address Book. Remove The “Remove” button is used to delete an entry from the Address Book. Mark in the list the entry you would like to delete and click on “Remove”. The entry will be removed from the Address Book without a confirmation query. Change “Change” is used for modifying an entry in the Address Book. Mark in the list the entry to be changed. You can now edit the recipient information in the fields. To apply these changes to the Address Book, click on “Change”.

1 - 48

SwyxFax Client


1.8

The Fax Document List To help you manage individual documents easily, SwyxFax Client provides you with different fax document folders: .

Symbol

Fax Document Folder Inbox

Explanation Here you will find • newly received fax documents and •

faxes that have already benn read

Sent Faxes

Here you will find all of your faxes which have been transmitted successfully.

Error Faxes

Here you find faxes which could not be transmitted.

Outbox

Here you will find all fax documents, which are ready to be sent, but which have not yet been sent. After transmission has been successfully completed, the documents are then moved to the “Sent Faxes” fax document folder. If a document was not sent successfully, it is then moved to the “Error Faxes” fax document folder. Table 1-8 The Fax Document List

1.8.1

Mark a fax as read All new faxes are marked with in your Inbox. As long as there are new unread documents in your Inbox, the symbol for SwyxFax Client will indicate that a fax has been received , i.e. new faxes will be signaled. The symbol is not reset until all fax documents have been marked as read . If you have viewed a document in the Preview window, the state will change to “read”. This is how you mark a fax document as read

Mark a fax as read

1.

Select in SwyxFax Client the fax folder “Inbox”.

2.

Select the documents you would like to mark as read.

3.

Click on or select in menu “Document | Mark as Read” or open the shortcut menu (right mouse button) and select “Mark as Read”. The selected fax documents will be marked as read. If there are no other unread documents in the Inbox, the SwyxFax Client symbol in the tray will be reset to a normal state .

The Fax Document List

1 - 49


1.8.2

View Fax You can view the fax documents received with the help of an Image Viewer (file viewer). This is how you display faxes View Fax

1.

Select in SwyxFax Client a fax folder and select the documents you would like to read.

2.

Click on or select in menu “Document | View...” or open the shortcut menu (right mouse button) and select “View...”. A separate window of the external Image Viewer will open for each selected fax document. If the fax consists of several pages, you can use the symbol to navigate between the pages.

You can also view a document by double-clicking with the mouse on a document. The Image Viewer will then start automatically and display the fax document.

1.8.3

Fax Details You can display details for every fax document. Details include: Entry

Explanation

Event

Here it will be determined which event has led to this document (e.g. Inbox or Outbox).

Attempts

Number of attempts made in order to send the fax document.

Send / Receive Time

Here you will find the time at which the even occurred.

Fax Number

Fax number or user name (internal) of the sender.

Duration

Transmission time for sending/receiving the fax document.

Pages

Number of pages of the entire document (including the cover page).

Resolution

Resolution of the document.

Comment

Notes are entered here indicating whether the document has been made available, read, resumed, sent or paused or whether it is queued for the send time. In the case of an error, you will find initial information concerning the error which occurred.

Priority

Here you will find the priority of the fax. The fax can be sent with a priority of "high" or "normal". A fax with "high" priority will be sent before a fax with "normal" priority.

Fax Station ID of the Remote Station

The Fax Station ID of the Remote Station is usually the fax number in canonical format.

Transmission Rate

Speed at which this document was transmitted. Table 1-9 Fax Details

1 - 50

SwyxFax Client


This is how you display details 1. Display Details

Select in SwyxFax Client a fax folder and select the documents whose details you would like to read.

Figure 1-31 View Details 2.

Click on or select in menu “Document | Details...” or open the shortcut menu (right mouse button) and select “Details...”. The window containing details concerning the fax document will appear. If you have selected several documents, a corresponding number of windows will be opened.

3.

Close the “Details” window by clicking on “Close”.

The Fax Document List

1 - 51


1.8.4

Print Fax To print a fax document, mark the fax you want in the fax folder and then select “Print” from the “File” menu or click the appropriate button in the toolbar. A Preview dialog will appear before printing begins. Make sure that the correct document to be printed has been displayed and then click on "Print". This is how you print a fax Print Fax

1.

Select in SwyxFax Client a fax folder and select the fax document you would like to print.

2.

Click on

or go to the menu "File | Print...".

The following window appears: “Print Preview”.

Figure 1-32 Print Preview You will see a preview of the fax document. You can display all pages of the document using “Next Page” and “Previous Page”. 3.

Confirm this print procedure with “Print”. The “Print” window will appear

4.

Select your printer settings here and confirm this with “OK”. The document will be printed.

If you have selected several documents, an individual “Print Preview” window will appear for each document.

1 - 52

SwyxFax Client


1.8.5

Export a fax You can export an individual fax document into a file. You have the option of exporting the fax in the formats TIF/G3, DCX, PCX, JPG or BMP. The formats TIFF/G3 and DCX have multiplepage capability so that the complete fax document (all pages) can be saved in one file. The formats PCX, JPG and BMP do not have multiple-page capability, therefore, only the current page will be exported. This is how you export a fax Export a fax

1.

Select in SwyxFax Client a fax folder and select the fax document you would like to export.

2.

Click on

or select in the menu “File | Export...”.

The following window appears: “Exporting Faxes…”.

Figure 1-33 Export a fax You will see a preview of the fax document. You can display all pages of the document using “Next Page” and “Previous Page”.

The Fax Document List

1 - 53


3.

Click on "Export...". The following window appears: “Export”.

Figure 1-34 Export 4.

Select the name and the directory for the file and the appropriate file format here.

5.

Confirm your selection with “Save”. The selected document will be saved according to your settings.

The file can then be imported by a commercial Image Viewer, graphics program or a word processing program.

1.8.6

Failed Faxes If you have one or more failed fax orders on the SwyxFax Server, the following message will appear: .

Figure 1-35 Failed Fax Transmission

The number of failed fax transmissions will be displayed and the faxes will be listed in the “Error Faxes” fax folder. You will find detailed error messages in the comment field of the respective faxes. Here you receive initial information on the possible error source.

1 - 54

SwyxFax Client


1.8.7

Print Document List You can print individual, selected fax folders or all fax folders together. This is how you print fax document lists 1.

Print Fax Document List

Highlight a fax fax document list in SwyxFax Client and click on “File | Print Fax Document List...”.

or select in the menu

The following window appears: "Print Document List...".

Figure 1-36 Selection of the Fax Folder to be Printed 2.

Here you can select all of the fax folders you would like to print.

3.

Confirm the selection with “OK”. The selected fax folders will be printed.

If you have selected a fax in a fax folder and then click on be printed.

, only the current fax folder will

The Fax Document List

1 - 55


1.8.8

Archival If you have faxes saved in the fax folders and these faxes are more than 30 days old, a window will appear when you start SwyxFax Client asking you to archive these documents.

Figure 1-37 Fax Archival

Here you can enter a directory in which the archived faxes should be stored. The first time you do this SwyxFax Client will create sub-directories for the various fax folders: • “Inbox” for the faxes received • "Sent Faxes" for the sent fax documents • "Error Faxes" for the faxes with transmission errors The faxes to be archived are stored as graphics files (DCX) in the appropriate directories. Due to the fact that additional information such as date and time are lost during archival, the documents are renamed and stored with the following file name: fax_<sender or addressee>_<date (yy.mm.dd)>_<time (hh.mm.ss)>.dcx The number of the sender will be saved for documents received. The addressee is saved for faxes sent. The faxes archived in this manner are then deleted by SwyxFax Server. You can still view the archived faxes with the help of the Image Viewer, which is supplied with Windows. If you want to delete a fax instead of archiving it, ignore this prompt and click on “cancel”. Delete the fax documents in the fax folders. The settings for archival are not configurable.

1 - 56

SwyxFax Client


1.9

The Preview Window In the SwyxFax Client window, you can show a Preview window below the fax documents window. Here you can display a preview of the selected fax document. The display of this Preview window can be activated and deactivated in the menu “View | Fax Preview | Preview”. The view of this window can be changed. To do this, click on the corresponding symbol in the toolbar or select the corresponding function from the menu “View | Fax Preview Window”. You can choose from the following functions: Symbol

Function

Explanation

Left (-90°)

Rotates the fax document in the Preview window 90° to the left.

Right (90°)

Rotates the fax document in the Preview window 90° to the left.

Turn (180°)

Rotates the fax document in the Preview window 180°.

Page Width

Fits the fax document to the page width.

Page Height

Fits the fax document to the page height.

zoom out

Reduces the document in the Preview window.

zoom in

Enlarges the document in the Preview window.

Next Page

Pages one page forward in the case of a multiple page fax.

Previous Page

Pages one page back in the case of a multiple page fax. Table 1-10 Change the View of the Fax

Only the view of the document is changed, the original document remains unchanged.

The Preview Window

1 - 57


1.10

Faxmail It is possible to receive incoming fax documents as Faxmail exclusively or in addition to your regular fax output option. This forwarding option in the form of an e-mail with an attached fax document must be configured for you by your administrator. If your fax documents are sent to you as Faxmail only, these documents will then be deleted on SwyxFax Server.

1.11

Operation of SwyxFax via the Command Line If you prefer to use the command line for operation, you can do so to start and operate SwyxFax. There are a number of different parameters available (see Command Line Parameters, page 1-58).

1.11.1

Command Line Parameters You can also start SwyxFax Client from the command line. The following parameters are in effect in this case. P

1 - 58

SwyxFax Client

Parameters

Explanation

/q

Sending a Quickfax When this parameter is called, SwyxFax Client will be started. Then the window "Send Fax" will open. A Quickfax can be sent together with a cover page.

/f:<filename>

Sending a fax via text file When this parameter is used, SwyxFax Client will be started and the content of thefile given in the parameter <filename> will be sent as a fax. The â&#x20AC;&#x153;Send Fax" window will open. Here you can enter or select the fax number and send the fax. The commandline-parameter "/f:" supports the following formats in addition to text files: DCX, PCX, TIFF (CCITT 1D/Huffman RLE), TIFF (Group 3 Fax), SFF, BMP.

/f:<filename> /n:<callednumber>

The content of the file will be sent to the given fax number When this parameter is used, SwyxFax Client will be started and the content of the file will be sent to the number given as a parameter. The â&#x20AC;&#x153;Send Fax" window will remain closed.

/f:<filename> /n:<callednumber> /q

The content of the file will be sent to the given fax number together with a cover page When this parameter is used, SwyxFax Client will be started and the content of the file will be sent as a Quickfax to the fax number given as a parameter. The cover page will be included in this case due to the use of the parameter "/q".


The sequence of the parameters is random. If a name contains one or more spaces, it must be placed in quotation marks. Example: In order to send a text saved in a text file (here: fax.txt) as a fax to a specific recipient (here: recipient with the fax no. +049 1213 4567 890), switch to the directory in which SwyxFax Client is installed and enter the following command via the command line: FaxClient.exe /f:fax.txt /n:â&#x20AC;&#x153;+49 1234 567 890â&#x20AC;&#x153; or FaxClient.exe /f:fax.txt /n:+491234567890

If you would like to add a cover page to the fax, include the parameter /q. FaxClient.exe /f:fax.txt /n:+491234567890 /q

If SwyxFax Client has already been started, any additional calls will be ignored.

Operation of SwyxFax via the Command Line

1 - 59


1 - 60

SwyxFax Client


Index -AAddress Book (Fax) 1 - 47 Address Book File 1 - 15 Clear 1 - 48 Quick Search 1 - 47 Archive (Fax) 1 - 56 Attach image files 1 - 34 Attachments 1 - 34 Preview 1 - 34

-Ccommand line Example 1 - 59 Parameters 1 - 58 Confirmations (Fax) 1 - 23 Cover Page (Fax) 1 - 30

-DDelete (Fax) 1 - 40 Details (Fax) 1 - 50

-EError Faxes (Fax Document List) 1 - 49 Export (Fax) 1 - 53

-FFailed Order (Fax) 1 - 54 Fax 1 - 1 „Send Fax“ dialog Attachments 1 - 34 General 1 - 29 Memo 1 - 32 Send Options 1 - 35 Sender 1 - 33 Transmit Reporting 1 - 36 Adding Image Files 1 - 37 Address Book 1 - 47 Quick Search 1 - 47 Archive 1 - 56 As printer driver 1 - 4 Attachments 1 - 34 Cover Page 1 - 30 Delivery Letterhead 1 - 35 Multiple 1 - 38 Pause 1 - 38 Priority 1 - 35 Resume 1 - 38 Details 1 - 50 Attempts 1 - 50

Comment 1 - 50 Event 1 - 50 Fax Number 1 - 50 Pages 1 - 50 Resolution 1 - 50 Time 1 - 50 Total Time 1 - 50 Transmission Rate 1 - 50 Error Faxes 1 - 49 Error Message 1 - 20 Export 1 - 53 Failed order 1 - 54 Fax Document Folder Print 1 - 55 Fax Documents List 1 - 49 Forward 1 - 39 Inbox 1 - 49 Installation 1 - 2 Letterhead 1 - 35 Mark as read 1 - 49 Memo 1 - 32 Menus 1 - 7 Multiple Delivery 1 - 38 Options Confirmations 1 - 23 Miscellaneous 1 - 23 Send Options 1 - 17 Sender 1 - 16 SwyxFax Server-Settings 1 - 14 Transmit Reporting 1 - 18 When New Faxes Arrive 1 - 23 Outbox 1 - 49 Preview window 1 - 57 Optimize page height 1 - 57 Optimize page width 1 - 57 Page 1 - 57 Rotate 1 - 57 Zoom in 1 - 57 Zoom out 1 - 57 Priority 1 - 35 Receipt 1 - 46 Recipient Entry 1 - 30 From Address Book 1 - 31 From file 1 - 31 From Outlook Contacts 1 - 31 Internal 1 - 31 Several 1 - 31 Redial 1 - 36 Remove 1 - 40 Requirements 1 - 2 Scanner Connection 1 - 37

Send again 1 - 39 Send direct 1 - 25 Send from an application 1 - 24 Send Options 1 - 35 Send Time 1 - 35 Sender 1 - 33 Sent Faxes 1 - 49 Serial Letter Fields 1 - 40 Serial Letters 1 - 40 Commmands 1 - 41 Starting 1 - 3 The Layout of the Screen 1 - 6 Transmit Confirmation 1 - 20 Uninstall 1 - 5 View 1 - 50 Viewer 1 - 24 Fax Document Folder Error Faxes 1 - 49 Inbox 1 - 49 Outbox 1 - 49 Fax Documents List Sent Faxes 1 - 49 Fax Management 1 - 19 Fax:Send:Pause 1 - 38 Faxmail 1 - 1, 1 - 58 FAXMERGE 1 - 42 Forward (Fax) 1 - 39 FRO 1 - 43 FROM 1 - 43 FROMEMAIL 1 - 43 FXM 1 - 42

-IInbox (Fax Document List) 1 - 49 INS 1 - 45 INSERT 1 - 45 Installation SwyxFax Client 1 - 2

-LLetterhead (Fax) 1 - 35 Log File 1 - 15 Logon Dialog (Hosted SwyxFax Client) 1-3

-MMemo (Fax) 1 - 32 Menus 1 - 7 The Menu (Fax) Document 1 - 10 Edit 1 - 8

Index

I-1


Fax 1 - 9 File 1 - 8 Help 1 - 11 Tools 1 - 11 View 1 - 9

-NNew Fax 1 - 46 NMB 1 - 42 Notification of fax tranmission error 1 18 NUMBER 1 - 42

-OOptions Address Book 1 - 15 Confirmations 1 - 23 Log File 1 - 15 Miscellaneous 1 - 23 Notifications 1 - 23 Send Options 1 - 17 Sender 1 - 16 SwyxFax Server-Settings 1 - 14 Outbox (Fax Document List) 1 - 49

-PPause Send (Fax) 1 - 38 Preview window Optimize page height 1 - 57 Optimize page width 1 - 57 Page 1 - 57 Print Preview 1 - 52 Rotate 1 - 57 Toolbar 1 - 57 Zoom in 1 - 57 Zoom out 1 - 57 PRI 1 - 44 Print Fax Document Folder 1 - 55 Print Fax 1 - 52 Print Preview 1 - 52 Printer driver 1 - 4 PRIORITY 1 - 44 Priority (Fax) 1 - 35

-QQuick Search Address Book (Fax) 1 - 47 Quickfax 1 - 25 Send fax 1 - 25

-RRead (Fax) 1 - 49

I-2

Index

Receive( Fax) 1 - 46 RED 1 - 45 REDIAL 1 - 45 Redial (Fax) 1 - 36 Repeat (Fax) 1 - 39 Requirements SwyxFax Client 1 - 2 Resume Send (Fax) 1 - 38, 1 - 39 Resume (Fax) 1 - 38

-SScanner Connection 1 - 37 SCHEDULE 1 - 44 SDL 1 - 44 Send Fax From a Window application 1 - 24 Quickfax 1 - 25 Send Fax Again (Fax) 1 - 39 Send Time (Fax) 1 - 35 Sent Faxes (Fax Document List) 1 - 49 Serial Letters Commmands FAXMERGE 1 - 42 FROM 1 - 43 FROMEMAIL 1 - 43 INSERT 1 - 45 NUMBER 1 - 42 PRIORITY 1 - 44 REDIAL 1 - 45 SCHEDULE 1 - 44 Serial Letters per Fax 1 - 40 Settings Transmit Reporting 1 - 18 Settings (Fax) Confirmations 1 - 23 Miscellaneous 1 - 23 Send Options 1 - 17 Sender 1 - 16 SwyxFax Server 1 - 14 When New Faxes Arrive 1 - 23 Start (Fax) 1 - 3 SwyxFax Client 1 - 1 Installation 1 - 2 Uninstall 1 - 5

-TTelefax 1 - 1 Templates (Fax) 1 - 35 TO 1 - 42 Toolbar (Fax) 1 - 13 Toolbars (Fax) 1 - 9 Transmit Confirmation 1 - 18 Transmit Reporting 1 - 18 Failed Fax Notification 1 - 21

Fax Management 1 - 19 Transmit Confirmation 1 - 20

-UUninstall SwyxFax Client 1 - 5 Update SwyxClient 1 - 5

-VView (Fax) 1 - 24, 1 - 50 Viewer (Fax) 1 - 24

-WWhen New Faxes Arrive (Fax) 1 - 23 Window application Send fax 1 - 24


SwyxFax Client