Page 1 User Guide FaxPress 5.1...
Page 3 (ii) the names of Sam Leffler and Silicon Graphics may not be used in any ad- vertising or publicity relating to the software without the specific, prior written permission of Sam Leffler and Silicon Graphics.
Page 5: Table Of Contents
Local Phone Books ........36...
Page 6 Previewing Faxes ........71...
Page 7 Forwarding a Fax via Email........121...
Page 8 Setting General Options ........
Page 9 Using Favorite Messages ........235...
Page 10 Installation Tips ........256...
Page 11: Introducing Captaris Faxpress
User Guide > Introducing Captaris FaxPress Introducing Captaris FaxPress Faxing with the Captaris FaxPress allows faxes to be sent right from your PC, in less than one-tenth of the time it takes to use a standalone fax machine. More secure than e-mail, computer-based faxing is ideal for handling business-critical and potentially sensitive in- formation.
Page 12 User Guide > Introducing Captaris FaxPress Operator – Can do anything a Router can. Additionally, Operator can view, route, list, resequence, and delete all fax or print jobs. Also, the Operator can edit the corporate phone directory. Administrator – Can do anything an Operator can. Additionally, Administrator can add,...
Page 13: Installing The Faxpress Client
Server. Check with your network administrator before continuing manual installation of the FaxPress client. This section describes how to install the FaxPress User client. Before you can use FaxPress, the FaxPress server must first be operational. Contact your administrator to make sure a FaxPress server is operational and present on your network segment.
Page 14 User Guide > Installing the FaxPress Client If you are re-installing the FaxPress software, the FaxPress Setup will require you to uninstall the existing FaxPress client. Or, you can choose to install a FaxPress Email Gateway at this time. Otherwise, skip to the next step.
Page 15 User Guide > Installing the FaxPress Client The Welcome screen requires you to click Next>. FaxPress User Guide...
Page 16 User Guide > Installing the FaxPress Client Select User Installation. In the Destination Path screen, click Next> to approve the default installation directory or Browse to specify a new one.
Page 17 Click Next> to use the default local drive loca- tion, or click Browse to specify a network drive to share the folder with other us- ers. After you’ve installed the client, you can change the location of the personal folders from FaxPress.
Page 18 User Guide > Installing the FaxPress Client The Select Program Folder screen displays the default program folder for the cli- ent files. Click Next> or select a new folder.
Page 19 User Guide > Installing the FaxPress Client If you’re running Crystal Report, first make sure the version you’re using is com- patible with the FaxPress Crystal Report version, then click Yes. If your version of Crystal Report is not compatible with the FaxPress version, click No. If Crystal Re- port is not installed, click Yes to install and use FaxPress Fax Report.
Page 20 User Guide > Installing the FaxPress Client...
Page 21: Uninstalling The Faxpress Client
Place the Captaris FaxPress CD-ROM in your CD-ROM drive. Click Install FaxPress. If autorun is enabled the FaxPress Setup screen will ap- pear automatically. If not, browse to the root of the CD drive and double click on autorun.exe. To uninstall the FaxPress client, select the To uninstall the FaxPress client but- ton.
Page 22 User Guide > Uninstalling the FaxPress Client Click OK. Choose the kind of uninstallation you require. There are two FaxPress client unin- stallation options, a partial and a complete. The partial uninstallation removes the client files, but retains all Personal Folders contents, user settings, and FaxPress...
Page 23 User Guide > Uninstalling the FaxPress Client FaxPress User Guide...
Page 24: Installing The Client On Windows Terminal Server
About Citrix MetaFrame The Citrix MetaFrame add-on package is installed after your NT or 2000 server has the terminal server option enabled. The Citrix MetaFrame application provides Microsoft’s Windows Terminal Server with additional server and client functionality by allowing any client, no matter what operating system, to connect to a Windows Terminal Server and run a Windows application through their browser.
Page 25: Citrix Standard And Non-Standard Published Apps
These include custom applications for DOS, Unix, AS/400 running accounting, financial and payroll systems that must print to a DOS printer. You can request a 30-day evaluation of any FaxPress unit together with an easy-to-use software developer kit (SDK) to try incorporating fax capabilities into non-standard, cus- tom applications.
Page 26 Windows 2000 Server, Terminal Services Before installing the FaxPress client for Terminal Server, please confirm: you are, at minimum, using FaxPress version 6.3, Service Pack 2, rev B or, preferably, FaxPress 9.x. the FaxPress server software is installed on a standalone workstation or file server, not the Terminal/Citrix Server.
Page 27 For the Terminal Server to be in install mode and for the required compatibility scripts to run during setup, you will have to exit out of the FaxPress setup, and install the FaxPress client from the Windows Add/Remove Programs Control Panel.
Page 28 17. The FaxPress Fax Report feature is only compatible with the Crystal Report version 9.2.0.448. If the Terminal Server is running any version of Crystal Report other than 9.2.0.448, click No. If the Terminal Server is not running any version of Crys- tal Report, or if the version is 9.2.0.448, click Yes.
Page 29 For attached files to be converted to faxable format, and transmitted through the Fax- Press, you must configure the DCX Print Driver for Published Applications on Citrix and Ter- minal Server. Setting up the DCX Print Driver for Published Applications on Citrix and Terminal Server requires you to: Download the FaxPress 9.x from Captaris’s website at http://www.Captaris.com.
Page 30 The daemon is provided with concurrency issue handling; it internally ensures that only one copy of it is active. Application open and close order is irrelevant; if the app with the currently active daemon is closed, one of the other daemons is awakened and becomes active.
Page 31 Note: Login is automatic and occurs when you open the mail client. If the transport can’t log onto the server, you will be notified only after you try to send a fax. Use the Verify Login button to confirm login.
Page 32 User Guide > Installing the Client on Windows Terminal Server .Enter an IP address in the FaxPress IP Address field, and a subnet mask ad- dress in the IP Mask field. Click the Set, then the Exit button. Reboot the Fax- Press server.
Page 33: Creating A Remote Installation
SMS or Zen Works. If you are going to place it on a network drive or shared drive, have the drive parameters available before initiating the installation process.
Page 34: Deploying Msi Packages With Group Policy
For Published installations, systems will get the update to the Group Policy and ad- vertise the MSI in the Add/Remove Programs dialog box for users to install. Up- dates to a Group Policy can take up to 30 to 60 minutes, depending on the size of the Active Directory organization and complexity.
Page 35 For Published installations, systems will get the update to the Group Policy and advertise the MSI in the Add/Remove Programs dialog box for users to install. Updates to a Group Policy can take up to 30 to 60 minutes, depending on the size of the Active Directory or- ganization and complexity.
Page 36 For example, if the previous installation was Captaris FaxPress 5.0, that package would be selected as the package to upgrade to Captaris FaxPress 5.1 or higher. Click OK on the Add Upgrade Package dialog box and again on the Properties dia- log box for this new package.
Page 37: International (Non-English) Character Support
For the FaxPress to support the use of international characters on fax cover pages, fax cov- er page templates must be created and saved using either Microsoft WordPad or Word.
Page 38: Faxpress: An Introduction
FaxPress offers six different folder views. The FaxPress folder views include Mailbox, Con- tacts, Personal Folders, Administration, Archive, All Folders. When accessed initially, FaxPress opens by default to the Mailbox view. To access the dif- ferent folder views, use the row of icons located at the bottom of the FaxPress window.
Page 39 Archiving Faxes on page 241 for more information. The All Folders view displays all the content of all of the folders in tree structure layout, and also includes the FaxPress Neighborhood. The FaxPress Neighborhood branch, when expanded, displays the FaxPress and FaxPress servers on the immediate network segment, as well as FaxPress and FaxPress servers on remote network segments.
Page 40: Starting Faxpress And Logging In To The Faxpress
User Guide > FaxPress: An Introduction Note: If you are on a Novell network, all FaxPress servers are displayed, rather than just those FaxPress servers on the same TCP/IP segment. Starting FaxPress and Logging In to the FaxPress To start FaxPress, the FaxPress client, follow these steps: On a workstation with the FaxPress User Client installed, go to Start>Programs>...
Page 41: Accessing Additional Faxpress Servers
If there are three or fewer FaxPress and FaxPress servers on your network, Fax- Press Plus will be the first window to appear. If there are more than three FaxPress and FaxPress servers on the network, or if the FaxPress is on a different network segment, the FaxPress Accounts window will appear, requiring you to select and add a FaxPress server to log into.
Page 42 From any of the folder views, you can use the FaxPress server icon to select and log in to any of the FaxPress servers on the network. Once logged in, you can use the server icon to move easily from server to server.
Page 43: About The User Mailbox
By default, the Outgoing Faxes Queue, Incoming Faxes Queue and No- tices folders are displayed in your Mailbox. If you would like to view the other available folders: e.g., Archived Transmitted Faxes, Archived Received Faxes, Cover Pages, Print Queues and Personal Phone Books, you can make them visible in your Personal Preferences Options.
Page 44: Incoming Faxes
If you want to keep a fax, either save or print it, and then remove it from the list. Leaving faxes in the list wastes disk space on the FaxPress. Your administrator can configure the FaxPress to automatically purge old faxes from all mailboxes.
Page 45: Personal Phone Books
User Guide > About the User Mailbox folder in your personal folder, or you can create and save new ones. Refer to Personal and Corporate Cover Pages on page 174. Personal Phone Books The FaxPress phone book stores fax number information for your fax recipients. This in- formation can include the recipient’s name, fax number, company, voice number and...
Page 46: Personal Folders
The settings for Personal Folders may be distinct for different users using the same work- station. These settings are based on your Windows login settings. You can set the physical location for all of the folders in Personal Folders in your Personal Preferences Options. For details, see Setting Personal Preferences on page 136.
Page 47: Favorite Documents
36.) Favorite Documents If you have documents or forms that you need to fax repeatedly, add them to this folder in FaxPress. This relieves you of having to repeatedly browse the directory structure to locate frequently used documents.
Page 48: Setting Your Password
FaxPress server in the FaxPress Neighborhood. You will see the same login dialog box if you are opening FaxPress for the first time, and it is on another user’s PC. In either of these First Login scenarios, enter your user name as the Administrator specified it, then login without entering a password.
Page 49 User Guide > Setting Your Password Note: To set or change your password, you must be logged in as yourself. A Administrator user can log in as you and erase the password, but only you can set a new one.
Page 50 In the future, you can login to FaxPress using the user name and password you have just set, either from your own PC or from the PC of any other user on the same segment of the local area network as your FaxPress server.
Page 51: User Privilege Levels
Router Can do everything a User can; additionally, Router can view the first page of any fax on the Unaddressed incoming faxes list, route faxes to other users (but not themselves), and delete faxes from the Unaddressed incoming faxes list.
Page 52: Configuring User Properties
The User Properties can be accessed from any client workstation with FaxPress installed, as distinct from the Personal Preferences settings (see Setting Personal Preferences on page 136), which are stored on and specific to the individual FaxPress user’s client work- station.
Page 53: Configuring The User Account Properties
Optionally enter the voice telephone number in the Voice # text box. This number will appear on the cover page of outgoing faxes if it is defined. If you do not enter a number, the number that appears in the FaxPress Server Settings dialog box will be used.
Page 54 Optionally enter an identifier number in the Mailbox ID text box. The identifier number may contain up to 4 digits. A mailbox ID is necessary if you want to be able to automatically route faxes to this user’s mailbox. FaxPress supports DID, DTMF and T-30 subaddressing.
Page 55: Configuring Outgoing Fax Properties
User Guide > Configuring User Properties Note: To set or change your password, you must be logged in as yourself. A Administrator user can log in as you and erase the password, but only you can set a new one.
Page 56 As soon as possible radio button. This is the default value. If you want to specify a particular time of day to send faxes, click on the Send on radio button and set the time. You can only set the start time. This feature works on a 24-hour basis and will send the faxes in this mailbox every 24 hours.
Page 57: Configuring Incoming Fax Properties
User Guide > Configuring User Properties In the Line section, you can make these settings: Default – use to set the specific line to apply the Advanced settings to, or keep the default Any Line setting for settings to apply to all lines.
Page 58 Select a forwarding option in the When I receive personal incoming faxes sec- tion. Received faxes can be automatically forwarded to another FaxPress user’s mailbox, another fax number, or to the members of a corporate phone book group. Automatically forwarded faxes don’t stay in a user’s mailbox.
Page 59: Configuring Printer Configuration Properties
The User Properties dialog box will be displayed. Select the Printer Configuration tab. Select the type of printer device, i.e. printer port or a print queue, in the Default Print Queue section. To print to a parallel printer attached to the FaxPress server click the Parallel Port radio button.
Page 60: Configuring The Archive Properties
Login Password— The password for the Login Name that you are using to access the printer. Configuring the Archive Properties The Archive Settings dialog box allows you to change the location and type for your archive database. The original configuration is set when the FaxPress administrator configures the FaxPress Archive service.
Page 61: Configuring The Email/Other Properties
User Guide > Configuring User Properties To select a database, click either Microsoft Access Database or Microsoft SQL serv- Microsoft Access Database— Use this type of database if you do not have a da- tabase server. File name— Enter the database name with path or select Browse to find the database.
Page 62 Display Name – displays the User Name entered in the User Account properties. Email Address – enter the user’s email address. This is required to send messages to email as well as fax recipients, since mail servers typically look for a return email address before accepting mail.
Page 63: Sending Faxes
User Guide > Sending Faxes Sending Faxes FaxPress offers a variety of options for sending faxes. The FaxPress’s Send Fax interface provides a convenient way to address, attach files to, preview and send faxes. The Send Fax interface includes three tabs: Fax, Attachments and Options, used to in- clude a variety of fax transmission information.
Page 64: Sending Faxes From Faxpress
User Guide > Sending Faxes Sending Faxes From FaxPress The Send Fax interface can be accessed from FaxPress any one of the following ways: By clicking the Compose button in the FaxPress tool bar. (See below.) By selecting Fax>Compose Fax from the menu bar.
Page 65: Sending Faxes From Windows Explorer
Files Step by Step on page 72 for details). Note: The only required field for sending a fax is the fax phone number if you are attaching a file. If you are not attaching a file, you must, at minimum, include a cover page and message.
Page 66: Sending Faxes From Microsoft Applications
User Guide > Sending Faxes To use the Send To Captaris FaxPress option to send faxes once it’s been added, follow these steps: Right-click on a file and then select the Send To command, or select the Send To command from the File menu. In either case, a menu of options for sending opens.
Page 67 Sending Faxes Using Word Faxing To make it even easier to fax from within Microsoft Word, you can add a FaxPress icon to the Word Tools bar. Clicking the FaxPress icon brings up the FaxPress SendFax window, where you can enter transmission information and send the fax. After the fax is sent, you will then be returned to Word.
Page 68 User Guide > Sending Faxes To install the FaxPress interface and insert the FaxPress icon in your tool bar, click the Install button. When the installation is complete, the following message will be displayed: Click OK. Close Word and then restart the application. The FaxPress Icon will now...
Page 69: Sending Faxes From Common Third-Party Applications
FaxPress supports native attachment faxing for most common applications. This means that for many applications you do not need to do a print from the document, you do not need to even have the application opened. In this sense it is very much like attaching a document when sending email.
Page 70 The Accumulate fax function allows users to send multiple files from different applications in one fax job. With the Accumulate option enabled, all documents printed to the Cap- taris FaxPress print driver will be included in one faxing activity, until the Send Fax or Cancel button is selected inthe Send Fax window.
Page 71 User Guide > Sending Faxes The FaxPress Send Fax interface will appear as it would even if the Accumulate fax function were not enabled. With this function enabled, however, you can con- tinue to open new applications and print additional documents to the Captaris Fax- Press Converter.
Page 72 User Guide > Sending Faxes To bring the Send Fax interface to the front of your open applications, click the Accumu- lated Fax icon to the right of the FaxPress icon in your System Tray.
Page 73: Addressing Options
User Guide > Addressing Options Addressing Options The Send Fax interface supports a variety of addressing options, even allowing you to send your documents to fax and email recipients simultaneously. See Using Phone Books on page 74 for more information.
Page 74: Using The To
Use the New Recipient button to open the New Recipient window. The New Recipient window allows you to create a new recipient and either add the re- cipient to a phone book, or use Recipient list for current fax only button to use the...
Page 75: Using The Outlook Contact List Button
The Other Recipient(s) interface provides the User button to add other FaxPress users to your list of recipients, and the Outlook Contact List button to add SMTP email users from your Outlook Contacts to your list of recipients. Outlook Contacts added using this button do not need to have a Business Fax number in their contact information.
Page 76 User Guide > Addressing Options...
Page 77: About The Faxpress Send Fax Interface
Favorite Messages If a cover page is selected, a message that will appear on the cover page. can be entered in the Favorite Message field. The FaxPress supports up to 16 lines or 960 words in the field, or choose a message from the Favorite Message pull-down list to select a previ- ously created message.
Page 78: The Attachments Tab
User Guide > About the FaxPress Send Fax Interface You can only select a Favorite Message from the pull-down list if you have already entered a message using the Save Message button. The Save Message button saves messages you create in your Favorite Messages folder.
Page 79: The Options Tab
Print parameters. Delivery Options — In this area you can specify immediate delivery or delivery on a specified day and time. This is an optional setting. The default is Send as soon as pos- sible. Bill Back Options — In this section you can specify a bill back code from a phonebook or database or find and specify a bill back option.
Page 80 User Guide > About the FaxPress Send Fax Interface Print confirmation only — prints a confirmation once the fax has been sent suc- cessfully. Confirmation consists of the first page of the fax compressed and a short notice of the transmission.
Page 81: Additional Information
The FaxPress supports most commonly used applications. FaxPress users are responsible for providing the source file name with the correct file extension (i.e., .doc, .pdf, etc.). If the file extension does not match the source file, unexpected fax output or file conversion errors may occur.
Page 82: Attaching Files Step By Step
In the Send Fax window, click the Attachments tab. If the file you’d like to attach exists in your Favorite Document List, select it and click Add to Attachments. To add an attachment not in your Favorite Documents list, use the Browse but-...
Page 83 User Guide > Additional Information The attachment will then appear on your Attachments list in the Attachments window. FaxPress User Guide...
Page 84: Using Phone Books
List. Using Phone Books To select a recipient from one of your address books, follow these steps. Click on the To... button in the Send Fax window to open the Address Fax window. In the Address Fax window, select a recipient or groups of recipients from the corporate phone book, from your personal FaxPress phone book or a local phone book linked to your workstation.
Page 85 Fax # button. Bill Back Code—The bill back code assigned to the recipient as listed in the recip- ient’s profile. You can arrange the group entries in order by bill back code by click- ing on the Bill Back Code button.
Page 86 Adding New Recipients to your Phone Books You can add a new entry to a phonebook by either clicking the New button in the Captaris FaxPress Phonebook window box or by clicking the user icon in the Send Fax window...
Page 87: Sending Faxes With Faxtray
Phone Book— Add the entry to the list of members in the currently selected phone book and to the recipient list shown in the Phone book edit box. You can also use the drop-down list in the edit box to select a different phone book. Sending Faxes with FaxTray The FaxTray application allows you direct access to the FaxPress Send Fax interface from your system tray.
Page 88 In the FaxPress Server Login screen, select a FaxPress server from the scroll down list. In the FaxPress Login screen, enter your user account name and password. Clicking the Save Login Properties Box will bypass this step the next time you login, and automatically open the Send Fax interface.
Page 89: Merging Faxes
The FaxPress’s FaxMerge feature lets users generate the fax equivalent of form letters. With FaxMerge, users create a template document with fields for recipient and fax number information. This template document can then be merged with a data source (e.g., an ASCII file, another Word document, an Excel spreadsheet or a dBase database.) This al-...
Page 90: Installing Faxmerge
User Guide > Installing FaxMerge Installing FaxMerge To install FaxMerge, follow these steps: To open the FaxMerge installation doc, go to Start>Programs>FaxPress Plus>Microsoft Office Support>Install FaxMerge. Click Enable Macros if prompted. In the MailMerge.doc Word document, click the Install FaxPress Mail Merge Link. Click...
Page 91 User Guide > Installing FaxMerge Installation Tip If you get a runtime 4149 error, or if the VB script shows, follow these steps: Do a search on your current drive for Normal.dot file and write down the path to With your Windows Explorer browse to Program Files>Castelle>Fax-...
Page 92: Using Faxmerge With Microsoft Word/Office 2000, Xp And 2003
Possible data source database types can include Access, Text, CSV and dBase files. The example used here is an Excel file with simple entries. After creating the file, save it in an easily accessible location. You’ll be retrieving it later when you merge your documents.
Page 93 User Guide > Using FaxMerge with Microsoft Word/Office 2000, XP and 2003 In the FaxPress Server Login dialog box, choose a FaxPress Server to log in to, enter a User Name and Password, and click Login. FaxPress User Guide...
Page 94 User Guide > Using FaxMerge with Microsoft Word/Office 2000, XP and 2003 Select Tools>Letters and Mailings>MailMerge Wizard.
Page 95 User Guide > Using FaxMerge with Microsoft Word/Office 2000, XP and 2003 Make sure the Letters radio button is selected and click Next: Starting docu- ment button. FaxPress User Guide...
Page 96 User Guide > Using FaxMerge with Microsoft Word/Office 2000, XP and 2003 Next, select the Use the current document radio button and then click Next: Select recipients.
Page 97 User Guide > Using FaxMerge with Microsoft Word/Office 2000, XP and 2003 Leave the Use an existing list radio button selected and click Browse to open the Select Data Source window. Open the data source you created click Next. FaxPress User Guide...
Page 98 User Guide > Using FaxMerge with Microsoft Word/Office 2000, XP and 2003 In the Select Table window, click OK.
Page 99 User Guide > Using FaxMerge with Microsoft Word/Office 2000, XP and 2003 The Mail Merge Recipients window allows you to select recipients for your merged document. Use the Select All button and click OK, or specify individual recipients. FaxPress User Guide...
Page 100 User Guide > Using FaxMerge with Microsoft Word/Office 2000, XP and 2003 Next, make sure the name of your data source file appears as the existing list from which the recipients will be...
Page 101 User Guide > Using FaxMerge with Microsoft Word/Office 2000, XP and 2003 drawn. Next, to insert the merge fields, click on the icon to the left of the Insert Word Fields button. The name of this icon is Insert Merge Fields. The icon’s descrip- tion will appear after you move your mouse over the icon.
Page 102 User Guide > Using FaxMerge with Microsoft Word/Office 2000, XP and 2003 10. In the Insert Merge Field dialog box, make sure the Database Fields radio but- ton is selected.
Page 103 User Guide > Using FaxMerge with Microsoft Word/Office 2000, XP and 2003 11. The fields that appear in the Insert Merge Fields dialog box correspond to the fields in your Excel data source file. Select the fields from your data source that you’d like to add to your Word document, and click Insert.
Page 104 User Guide > Using FaxMerge with Microsoft Word/Office 2000, XP and 2003 13. Write the text and edit your document. Merged documents are faxed without a cover page. To include a cover page, edit the first page of the document to be the cover page.
Page 105 User Guide > Using FaxMerge with Microsoft Word/Office 2000, XP and 2003 14. Once you’ve finished editing your document, click on MS Word Tools>FaxPress Mail Merge. 15. When prompted to, Save your document. FaxPress User Guide...
Page 106 Map the Fields you want 17. Map the Fields you want and click the Map>> button to have fields on the right part of the dialog box. Once you done with the mapping click the OK button to start the merge procedure.
Page 107: Uninstalling Faxmerge
User Guide > Using FaxMerge with Microsoft Word/Office 2000, XP and 2003 Uninstalling FaxMerge To uninstall, reopen the MailMerge.doc document ( Start>Programs>FaxPress>Mi- and click on the Uninstall FaxMerge crosoft Office Support>Install FaxMerge Link button. FaxPress User Guide...
Page 108: Using Faxmerge With Microsoft Word/Office 97
Using FaxMerge with Microsoft Word/Office 97 If you know how to use Word’s MailMerge, using FaxMerge is easy. If you don’t already know how to Mail Merge, use the Word wizard to learn how. The steps involved in using FaxMerge are: Creating a data source that includes recipient information, i.e., fax numbers.
Page 109 Select Active Window to make the current document a merge template, or to change the document type. Or, if there are no open documents, and you’d like to create a new merge template, select New Main Document. This will create a new blank template.
Page 110 User Guide > Using FaxMerge with Microsoft Word/Office 97 Use the Get Data button to specify your data source, or use the Edit button to edit your document. Merged documents are faxed without a cover page. To include a cover page, set up the first page of the document to be the cover page.
Page 111: Attaching A Data Source
Attaching a Data Source After you’ve created a Main document/template, you’ll need to attach a data source. For faxing, the data source is typically a contact list or phonebook. Note: Please remember that your data source must contain a field with the fax number for each recipient.
Page 112 Captaris.mdb is an Access database that contains fax numbers. In the Files of Type field, make sure the correct kind of data source is selected (MS Access in this case), then navigate to and select the data source file. Other data sources can be accessed using MS Query provided that the ODBC driver for that data source is installed.
Page 113 User Guide > Using FaxMerge with Microsoft Word/Office 97 If you have mapped a database, a dialog box will ask you to select a Table or Que- ry. In this example, we have attached an Access database, so the Microsoft Access dialog box is displayed.
Page 114: Inserting Merge Fields
Main document and click on the Insert Merge Field button. You will see a dropdown list of available fields. The fields that appear in the drop down list will reflect the fields defined in your data source.
Page 115: Faxing The Merged Documents
Walt Whitman Faxing the Merged Documents When you start the process of faxing, you will first be asked to map data source names to FaxPress names. When you have finished the mapping, faxing will start automatically. To fax your merged document, follow these steps: Select Tools>FaxPress Mail...
Page 116 >>. The list box on the right will keep track of your mappings. Each time you map a field, its name will be deleted from its list box and added back when the mapping is deleted. The FaxPress field Fax Number must be mapped.
Page 117: Outgoing Fax Queue
Personal Faxes Only outgoing queue and the All Faxes outgoing queue, as shown be- low. The Personal Faxes Only queue displays only the faxes sent from your FaxPress user account. The All Faxes queue displays the faxes sent by all FaxPress users, including your personal faxes. FaxPress User Guide...
Page 118: Viewing Faxes
Open the Outgoing Faxes Queue and select either the Personal Faxes Only or the All Faxes queue. Right-click on a fax and select View to launch your fax viewer. Saving Faxes You can save any fax that appears in the Outgoing Faxes Queue folder.
Page 119: Printing Faxes
PDF files will not be searchable or editable using the PDF’s search and edit functions. Printing Faxes For details on how to print your faxes and lists of faxes refer to Printing Faxes on page 150. FaxPress User Guide...
Page 120: Resending Faxes
Send... The Status will change to Active after the fax is sent. The Resend Fax window’s Destination phone number field displays the recip- ient’s fax number. You can choose to change the number, leave it as is, or enter the email address of a FaxPress user.
Page 121: Holding Outgoing Faxes
User Guide > Outgoing Fax Queue Right-click on the fax you want to delete and select Delete from the context menu. A message box will appear to let you confirm the delete action. Click on Yes to delete the fax.
Page 122: Releasing A Hold On Outgoing Faxes
User Guide > Outgoing Fax Queue menu. To view that the change has taken effect, check the Status column in the Outgo- ing Faxes Queue. The Status column entry for the selected fax will change from its present state to Held. The possible states for the Status column are:...
Page 123: Changing Fax Transmission Order
A user with Administrator or Operator privileges can change the processing order for any fax. If all faxes in the queue belong to the same user, that user can also change the processing order regardless of privilege level. To change the order of faxes in the outgoing queue, follow these steps: In the Outgoing Faxes Queue, right-click on the fax you want to resequence, select Sequence...
Page 124: Forwarding Faxes Via Email
(Messaging Application Programming Interface) compliant email programs such as: Out- look, Exchange, Inbox, and Windows Messaging. To select a fax from the Outgoing Faxes Queue and forward it via email, follow these steps: Right-click on the fax you want to email and select Mail..
Page 125 If your email client is not running, the Choose Profile dialog may be displayed. Select a profile from the drop-down list, or accept the default. If you are not sure which profile to use, consult your email system administrator.
Page 126: Approving Fax Transmission
To approve faxes, follow these steps: Login to FaxPress with Administrator or Operator privileges. All the faxes currently in the queue will be listed in the right panel. The faxes with a clip board and check mark icon are awaiting approval.
Page 127: Receiving Faxes
(See Forwarding Faxes on page 122.) Once a user has received a personal fax by any of the above means, it shows up in the Incoming Fax Queue. It is first in an unviewed state and shows as bold in the list. The fax may leave this queue and go into the fax Archive (depending on how your Administra- tor has configured the FaxPress Archive.)
Page 128 This will cause the fax to show up in their Incoming Fax Queue when they log in. Routing faxes can be used to share a fax with a workgroup without having to send large files by email. For more information refer to Routing Faxes on page 128.
Page 129 Mail... – Forward the fax via email. The email message window will appear and the se- lected fax will appear as an attachment in the message text area of the window. You can then address the email and send it.
Page 130: Deleting Faxes
Right-click on the fax you want to delete and select Delete from the context menu. Highlight a fax and press the <Delete> key. Highlight a fax and use the menu choice File / Delete. A message box will appear to let you confirm the delete action. Click on Yes to delete the fax.
Page 131: Forwarding A Fax Via Email
You can then address the email and forward If your email client is not running, the Choose Profile dialog box appears.
Page 132: Forwarding Faxes
Incoming faxes are forwarded manually by selecting the fax to forward from the Incoming Fax Queue, and specifying a recipient. (See Forwarding Faxes Manually on page 124.) A copy of the incoming fax is sent to the specified recipient; the incoming fax remains in the incoming queue.
Page 133 FaxPress user to whom you want the faxes forwarded. Forward to Remote Fax — If you want all personal incoming faxes to be automatically for- warded to another fax number, select Forward to Remote Fax and enter the fax number in the edit box.
Page 134: Forwarding Faxes Manually
Send Fax interface. Address and send the fax according to Sending Faxes on page 53. A copy of the fax in the Incoming Faxes Queue will be sent as an attachment. The fax remains in the Incoming Faxes Queue. The fax copy will be sent in the same res-...
Page 135: Managing Saved Faxes
User Guide > Managing Saved Faxes Managing Saved Faxes Saved faxes are not associated with a FaxPress database, so you do not have to login to a FaxPress server to view or manage them. To access your saved faxes, follow these steps: Expand your Saved Faxes folder and any subfolders, to display your list of saved faxes.
Page 136 Send— This launches the Send Fax dialog box and attaches your saved fax. Mail— Depending on the settings in your profile and email client, this either re- quests you to select an email service or directly launches your email client. The...
Page 137: Refreshing The Queue
User Guide > Refreshing the Queue Refreshing the Queue FaxPress lists update periodically. To update the list immediately, press the <F5> key or select Refresh from the View menu bar. FaxPress User Guide...
Page 138: Routing Faxes
Router, Operator or Administrator privileges. Until automatic routing is configured, all incoming faxes will be sent by default to the Un- addressed Faxes folder. The faxes must then be routed from the Unaddressed mailbox to the recipients. Faxes can be routed either by right-clicking on the fax and selecting Route, or by using the Drag and Drop Routing Tool.
Page 139: Using Context Menu Routing
User Guide > Routing Faxes 3. The Notification Message will appear in the Comments field, and will also appear in the fax notification message informing the recipient of the fax. See Notices and Alerts on page 158 for more information on fax notification.
Page 140 Click on <AllMailboxes>. Or, you can type a user name in the Distribution- Name dialog box. If you want a message to appear in the notice that appears in your own and in the recipient’s Notices list, enter the message in the Notifica- tionmessage edit box.
Page 141: Saving A Fax
In the File name text box, enter a name for the new file. In the Save as file type field, select either TIF, DCX or PDF. If you need to an- notate a fax and resend it, we recommend that you save it in the default TIF file format.
Page 142: Sending A Received Fax
Verify the fax number in the Destination phone number edit box. The default number is the number currently listed on the fax. If the number is incorrect or if you want to send the fax to a different number, enter the new number in the edit box.
Page 143: Viewing Fax Properties
User Guide > Viewing Fax Properties Viewing Fax Properties To view information about a fax from the Incoming Faxes Queue, right-click on a fax and select Properties from the context menu. The Incoming Fax Properties screen will be displayed. You may add a comment in the Comment edit box.
Page 144: Viewing Faxes
User Guide > Viewing Faxes Viewing Faxes FaxPress can place incoming faxes in your mailbox if you have automatic routing or if an- other user routes a fax to you. The faxes you receive are listed in the IncomingFaxes Queue folder in your Mailbox. From the IncomingFaxes Queue, you can view, forward, resend, and print a fax.
Page 145 User Guide > Viewing Faxes The specific viewer application and format are defined when you set your Personal Prefer- ences. Incoming faxes are by default displayed in TIFF format, but can also be configured to be displayed in DCX or PDF file format.
Page 146: Setting Personal Preferences
Startup Options—Specifies server login criteria and folder views. Tracing—Specifies Tracer options. The Personal Preferences settings are specific to the workstation as distinct from the User Properties which are stored on the FaxPress server and are available from any worksta- tion. Your Personal Preferences are kept in the Windows registry and accessed based on...
Page 147: Accessing The Personal Preferences
User Guide > Accessing the Personal Preferences Accessing the Personal Preferences To access the Personal Preferences, follow these steps: Log into FaxPress. ( Start>Programs>FaxPress>FaxPress In the FaxPress menu bar, select Fax>Options FaxPress User Guide...
Page 148: Selecting Viewer Application
User Guide > Selecting Viewer Application Selecting Viewer Application The Viewer tab of the Personal Preferences lets you specify a viewer to use for viewing or routing faxes. Viewer Use Captaris’s viewer - allows faxes to viewed directly in the FaxPress client application window.
Page 149 User Guide > Selecting Viewer Application TIFF FaxPress User Guide...
Page 150: Setting Default Phone Books
User Guide > Setting Default Phone Books Setting Default Phone Books The Phone Books tab allows you to select the phone book the Address Fax option will initially display when used to address faxes. See Sending Faxes on page 53 for more in- formation.
Page 151 User Guide > Setting Default Phone Books Books or a Corporate External Database Phone Book. All the available options can be selected from the scroll down list. Exchange/Microsoft Outlook contact lists—This option allows you to display your Microsoft Outlook contact lists when using the Address Fax window.
Page 152: Setting General Options
User Guide > Setting General Options Setting General Options The Options tab of the Personal Preferences allows you to set a variety of outgoing fax features and parameters. Refresh Rate (Minutes)—Specifies the frequency in minutes that the specified lists will be refreshed.
Page 153 FaxPress lets you send a fax from within third-party applications. One of the steps in this process is to login to a FaxPress server when you are ready to send the fax. If you enable this option, you will only be prompted to login to a FaxPress the first time.
Page 154: Setting Startup Options
Setting Startup Options The Startup Options tab in the Personal Preferences allows you to configure automatic login in to a specified server and what folders are viewable through FaxPress. You must restart FaxPress for these changes to take effect. Folder Options—Check to select all the folders that will be viewable when you access Fax- Press.
Page 155: Setting Tracing Criteria
Under normal operating conditions, it is not recommended that you have this function enabled as the process of capturing all detailed events can con- sume valuable processing time. The performance of programs will be slower with tracing enabled.
Page 156 Logfile Name—The default location where the trace log file (trace.txt) is stored: C:\ProgramFiles\Captaris\FaxPress\trace.txt. To view the logfile use the following application:—Notepad is the default ap- plication. You can change this to any local text editor. Press View to select a dif- ferent third-party application.
Page 157: Personal Folders
To specify a new location for a folder, click on the Browse button associated with a par- ticular folder. Then browse to a new location in the list box and click OK. All new entries for that personal folder type will be written there. The original folder remains in its original location, and contains any data accumulated up to the time of the location change.
Page 158 User Guide > Personal Folders Saved Faxes— This is the directory where your saved faxes are stored. The location for these files is: C:\Documents and Settings\<username>\My Documents\My Fax- Press\Saved Faxes. Local Phone Books— This is the directory where your local phonebooks are stored. The default location for these files is: C:\Documents and Settings\<username>\My Docu-...
Page 159: Miscellaneous Settings
The Miscellaneous tab allows you to specify a default Browse folder for accessing fax- related files. Use the radio buttons and the text field to set the default folder where any Browse action will first point when you click a FaxPress Browse button.
Page 160: Printing Faxes
Where can we print— Printing is supported via network printing where the FaxPress server acts as a print client and submits print jobs on the network. In NT this is via host shareable printers and in Novell via print queues. NDPS on Netware 5 is not currently supported.
Page 161 To use a printer associated with your workstation, select Localprinterdriver to open your familiar Print window. Then print normally. Or, print across a FaxPress network printer. If you want to print to a network printer configured by your FaxPress administra- tor, select FaxPress/Network... This opens the FaxPress/NetworkPrint win- dow.
Page 162 After you have configured your printer, click OK. This will return you to the Fax- Press/Network Print window. Select number of copies to print and click OK to send the job to the printer queue. After you’ve configured your printer, click OK. This will return you to the FaxPress/ Network Print window.
Page 163 Grid Lines check box — column and row lines. Alternate row shading check box— shading to alternate rows. Set header/footer parameters. On the Headers and Footers window, set the following parameters (or accept the defaults). Header parameters: FaxPress User Guide...
Page 164 On the Margins window, set the following parameters (or accept the defaults). Top, Bottom, Left, Right margins — enter a value in millimeters to adjust the position of the report on the page. You can enter a value directly or use the spin wheel controls.
Page 165 User Guide > Printing Faxes This is the standard Printer Setup screen for your Windows operating system. Con- figure the printer as you like by clicking Properties. When everything is setup prop- erly, click OK to print your list. FaxPress User Guide...
Page 166: Print To Pdf Feature
Windows Vista operating systems. After installation of the FaxPress client on a Vista workstation, the Print-to-PDF printer driver is automatically installed. This functionality enables users to create a PDF of any document from virtually any application that can print. To print to a PDF: From within any Windows Vista application, select Print...
Page 167 Browse... If not already selected, make sure that the File Format is set to 24-bit PDF. Leave all other settings as-is, then press OK. If the PDF viewer on your system is not automatically launched, launch it manually then browse to the location of the PDF file created in step 3.
Page 168: Notices And Alerts
User Guide > Notices and Alerts Notices and Alerts Notices are a method used by FaxPress to provide information to you when certain fax events occur. There are four different types of notices: Transmission Confirmation Notices Receipt Notices Error Notices...
Page 169: About Error Notices
Phone line — The line the FaxPress used to send the fax. Pages — The number of pages the fax contained. Status — The final fax disposition. The disposition can be Wait for Approval or Not Ap- proved. About Error Notices FaxPress posts a Error for Job# message to your mailbox when you receive a fax.
Page 170: Delete A Notice
View the Notice. Click on OK when done. Delete a Notice To delete a Notice, follow these steps: Right-click on the Notice you want to delete. Select Delete from the context menu. Confirm the delete in the confirmation dialog.
Page 171: Print A Notice
Right-click on the Notice you want to print. Select Print from the context menu. Select a printing option. If you choose Local printer driver, you will see your familiar Print window. If you choose FaxPress/Network..., you will see the FaxPress/Network Print win- dow.
Page 172 User Guide > Notices and Alerts Click OK to send the job to the print queue.
Page 173: Using Trayfaxalert
TrayFaxAlert resides in your system tray and allows you view notices without starting Fax- Press. In addition to alerting you with a ring tone, TrayFaxAlert also places a notice in your Notices folder under your Mailbox folder each time a fax is received.
Page 174 All Incoming Notices – select this option if you have Operator or Administrator privileges and want to be notified when a new notice appears in the Unaddressed mailbox. If you want to automatically view a notice when it is received, check the Automat- ically view notices when received option.
Page 175 User Guide > Using TrayFaxAlert Next, select Subscribe FaxAlert from the File menu. The Add a Fax Server Connection dialog box allows you to configure the Fax- Press server and FaxPress user for TrayFaxAlert subscription. FaxPress User Guide...
Page 176 In the Password field, enter the password that is used to log onto the specified user mailbox. 10. If the FaxPress you want to use is not shown and is on a different TCP/IP segment, click on the Other button to display the AddTCP/IPFaxPress window to add the FaxPress server to the list, then enter the ServerName and TCP/IPAddress.
Page 177: Modify A Monitored Mailbox Account
FaxPressServerName, UserName and/or Password settings. If the FaxPress you want to use is not shown and is on a different TCP/IP segment, click on the Other button to display the AddTCP/IPFaxPress dialog box to add the FaxPress server to the list, then enter the ServerName and TCP/IPAddress.
Page 178 Caption — The nature of the notice; for example, for a routing event the message Routed to User xx may display. If you rightclick on a notice in the Caption column, you can view an incoming or routed fax. Viewing depends upon your privilege lev- el.
Page 179 User Guide > Using TrayFaxAlert You can resequence items in the list by heading type by clicking on a heading bar title. For example, to resequence by posting date, click on the Sent At heading bar title. Viewer Options You can set the viewer application you wish to view your notices, alerts, and faxes with your Personal Preferences.
Page 180: Unblocking Trayfax Alert On Vista
In most situations, Windows Vista will, by default, block the ability of TrayFaxAlert to properly do its job. In order to give TrayFaxAlert the ability to properly perform its in- tended function, you must configure Windows Vista so that it does not block TrayFaxA- lert.
Page 181 User Guide > Unblocking TrayFax Alert on Vista Select the Exceptions tab and press Add program... Select TrayFaxAlert and click OK. FaxPress User Guide...
Page 182 User Guide > Unblocking TrayFax Alert on Vista Click OK. TrayFaxAlert is now unblocked.
Page 183 User Guide > Unblocking TrayFax Alert on Vista FaxPress User Guide...
Page 184: Creating Cover Pages
User Guide > Creating Cover Pages Creating Cover Pages A cover page is a prepared, fax-ready document that the FaxPress can attach as the first page to an outgoing fax or send independently with a short message. Typically, a cover page contains recipient and sender information.
Page 185: International (Non-English) Character Support
WordPad templates. International (Non-English) Character Support For the FaxPress to support the use of international characters on fax cover pages, fax cov- er page templates must be created and saved using either Microsoft WordPad or Word.
Page 186: Creating Cover Pages With Microsoft Word
Captaris recommends this procedure to ensure compatibility with the FaxPress server software. Installing and using the Captaris Cover Page Macro to bring up a blank .doc file in Microsoft Word, and then adding text and the FaxPress keyword fields.
Page 187 Templates folder. Make sure the name is different from any existing cover pages. Note: You must Close the WordPad document before you can add it. If the document is open, you will get an error message when you try to add it to the WordPad Templates folder.
Page 188: Adding Cover Pages To The Cover Pages Folder
User Guide > Creating Cover Pages with Microsoft Word Adding Cover Pages to the Cover Pages Folder To become available for use, the new customized cover page template must now be added to the Cover Pages folder in the FaxPress Mailbox folder. To make a new, customized...
Page 189: Creating Cover Pages For International Character Support
Spanish for the keyword field. Arial Unicode MS is one example of a multilingual font type that sup- ports a wide variety of language characters. Again, only the font type of the keyword text should be changed.
Page 190 This is an example of a Spanish custom fax cover page created from the Coverpage.doc file. The boldfaced text appearing outside the angle brackets has been changed from En- glish to Spanish, graphics have been added, and the font type Arial Unicode MS has been applied to the fax keywords and their angle brackets.
Page 191: Creating A Cover Page Template From A Blank Word Document
You can create a custom template using Microsoft Word, and have complete control over the location of the fields, the text describing the fields, and any graphic elements you want to add to the template. However, certain restrictions apply to this procedure.
Page 192 After installing the Cover Page Macro, open a new, blank document in Microsoft Word. Note that there is a new menu in the menu bar, for the FaxPress Cover- Page commands, as shown below. This menu lets you add keyword fields, which are required by the FaxPress.
Page 193 Type in the name of the first field you want to add, such as the To field. Note: It is best to type in the text of all the fields you want in the default font and font size, and then add all of the keyword fields to your cover page template, before making format changes.
Page 194 User Guide > Creating Cover Pages with Microsoft Word In a similar way, add the names of the fields and the keyword fields for other ele- ments you want to add to your cover page template, such as the From field and the Fax No field in the From submenu, and the Subject field in the Miscellaneous submenu.
Page 195 To add the lines of the cover page message to your template, first enter the name of the field, then press Enter so that the first line of the message will be on a new line of the template, as shown below.
Page 196 ANY OF THE 16 LINES, AND DO NOT ADD 17 LINES. The FaxPress server soft- ware requires 16 lines for the cover page message, and if you add more than 16 lines, the message will be included as an attachment on a new page.
Page 197 12. When you are satisfied with your cover page template, rename (8 characters long or less) and save it to the Cover Page Templates folder. The new cover page must be added according to the steps described in Adding Cover Pages to the Cover Pages Folder on page 178 before it will become available for use.
Page 198: Creating Cover Pages With Captaris Cover Page Editor
A heavy, dark line is used to indicate page edges. The line may not appear on monitors that use low resolution. If the lines do not appear, leave a quarter-of-an-inch for the top, bottom and left page borders and half-an-inch for the right page border.
Page 199 User Guide > Creating Cover Pages with Captaris Cover Page Editor The Cover Page Editor will open and look like this: FaxPress User Guide...
Page 200 User Guide > Creating Cover Pages with Captaris Cover Page Editor Base page — The blank 8 1/2 x 11" page with grid lines is the base page on which you place elements to create your cover page. The grid lines are an aid to help you place el- ements on the page and will not appear in the finished cover page.
Page 201 Click again, and your text insertion point will be at the upper left corner of the text box. You can then enter text. Change the font, font size and oth- er font characteristics by selecting text and using the Format bar. If you do not see the Format bar, select it in the View menu.
Page 202: Importing Graphics
User Guide > Creating Cover Pages with Captaris Cover Page Editor Importing Graphics The Captaris Cover Page Editor allows you to import graphics in the process of creating a custom cover page. Follow these steps to import an existing company logo to a cover page...
Page 203 Move the variable boxes to the desired location. When either a label value box is selected, you can drag them to any desired location. To drop a box, you can click anywhere in the blank page to deselect them. Initially, both boxes will be selected.
Page 204 User Guide > Creating Cover Pages with Captaris Cover Page Editor Fax No. — The recipient fax number, as entered on the Send Fax window or as entered in the phonebook or database used to select the recipient. Company Name — The company name, as entered in the phonebook or database used to select the recipient.
Page 205 Bill Back Code — Bill back code, as entered in your properties field. Time Stamp — Time and date when fax is sent. Number of Pages — Total number of fax pages, not counting the cover page. Fax Description — The subject line of the Send Fax window.
Page 206: Save Cover Page Master
Editor. To save your Cover Page Master, use the File / Save As menu choice to navigate to a directory, enter a unique name (do not use the name of a master cover page that already exists on the FaxPress), and save. The saved file must have.cce as a suffix.
Page 207 Fax Server Name — Enter the name of a Fax Server or use the dropdown list to select one. If the FaxPress server you want to use is not listed and is on a different segment than your workstation, enter it’s IP address or network name.
Page 208 User Name — Enter your FaxPress login name. Password — Enter your FaxPress login password. Cover Page Name — Enter a unique name for the cover page, not the same name as an existing master cover page. When you click on OK, you log into the specified FaxPress server with the specified name and password;...
Page 209: Creating Phone Books
FaxPress server. These are available (because they are stored on the FaxPress server) to you no matter where you login to FaxPress. Your personal phone books are located under the Mailbox branch in the Personal Phone Books folder.
Page 210: Formatting Phone Numbers
FaxPress, but you manage them through your email server or client. To ac- cess your contact lists for sending a fax, change your phone books options in your per- sonal preferences to Exchange/Outlook. See Setting Personal Preferences on page 136.
Page 211: Create Local Faxpress Phone Books
Local Phone Books can contain either FaxPress Phone Books or Database Phone Books. You do not have to be logged in to the FaxPress to create or manage local phone books because they are stored on and accessed from your local workstation.
Page 212 FaxPress handles this as a single fax and in fact only creates one raster file. This can significantly reduce the time necessary to process faxes. Enter a name for each group you want to define in the Add Group text box and click OK.
Page 213 Open import file screen will provide you the means for locating the file. If you are importing a dBase file, after you use the Open import file screen to locate your dBase file, the Convert dBase to Phone Book dialog box will be displayed. Use this dialog box to map the dBase fields (in Fields) to your FaxPress fields (in Target Phone Book Fields).
Page 214 User Guide > Creating Phone Books file and the target phone book (see above). The link is shown in the View list. Click on this button to remove selected item from the View list. Click on the Convert button to start the conversion process.
Page 215: Odbc Database Phone Book
ODBC Phone Book support provides a sophisticated yet intuitive user interface for the administrator to create all those views. Once the views are created, they become visible to all the users. The end user can use the Corporate phone books in exactly the same way they use the FaxPress native Corporate Phone Books.
Page 216 Select Local Phone Books and right click on External Database Phone Books. Select Add Database Phone Book from the context menu. The Database Phone Book window is displayed. You can create a new phone book, give it a name and select the type and location of the database from this screen.
Page 217 Reference section in this Guide. Create Phone Book Views To use an external database as a phone book, you must first link to the specified database and then create associations or mapping between the database fields (or columns) and the Phone book elements.
Page 218 From the Database Phone Book window you can select any table and column in your phone book database and associate it with a phone book field. The Phone Book View tab will be activated by default. Use this tab to map the FaxPress phone book fields to the external phone book. The following FaxPress fields can be mapped into fields in the database phone book: Table —...
Page 219 To map the database table to your view, select one of the database tables in the scroll down list for Table. Once you select the table, you will be able to select the table fields from the drop- down list boxes next to each of the FaxPress phone book fields.
Page 220 User Guide > Creating Phone Books As an example, you can set the criteria for all supplier in the United States by selecting Country for Field Name, equals for Operator, and USA for Value. Note: You can use either Logical AND’ or Logical OR’ to define the logical relationship between those conditions.
Page 221 You must define a join for each of the tables from which you want to include data for your phone book. At least one join has to be defined.
Page 222 Select the tables you want to join in Table 1 and Table 2. Select the field in Table 1 to join to the field in Table 2 in Field 1 and Field 2. Click the Add Join button. The view now includes data from two different tables.
Page 223 User Guide > Creating Phone Books Table— The table that contains the phone number fields Country Code— The country code to include with the fax number Area Code— The area code to include with the fax number. Fax Number— The base number to include with the fax number.
Page 224: Creating Personal Phone Book
Enter the name you want to give the new phone book in the Group Name text box. A file will be create with your group name and will be stored in your user di- rectory on the FaxPress file server.
Page 225: Import A Phone Book File
(i.e., CSV Default Format, CSV Custom Format, ExportPH, dBase) from the context menu. If you are importing a CSV default format file, a dBase file, or a ExportPH file, an Open import file screen will provide you the means for locating the file.
Page 226 Note: The default values in this dialog box are 1 through 7 respectively. Re- sequence the fields to correspond to your custom file. If you do not a one of the default fields in your custom file, leave the field blank. In the figure above, the custom file does not have fields for Voice number, Comment or Group.
Page 227 User Guide > Creating Personal Phone Book Navigate to a directory, specify a name, and save the file. The file will be exported as a comma delimited file. FaxPress User Guide...
Page 228: Editing A Faxpress Phonebook
Voice #— The recipient’s voice phone number. You can use numerals, parentheses (), the dash, and the space only. This field is optional. Bill back code— The bill back code that is assigned to the recipient. You can use up to 26 characters in the bill back code. This field is optional.
Page 229: Favorite Documents And Messages
The Favorite Messages feature allows you to create and store short messages that can be easily retrieved and added to fax cover pages with just a few mouse clicks, right from the Send Fax interface.
Page 230 User Guide > Favorite Documents and Messages inter- face In addition to being accessed from the Send Fax interface, both Favorite Documents and Favorite Messages can also be accessed from the Personal Folders view in FaxPress.
Page 231: Adding A Document To The Favorite Documents List
There are two ways to add a document to your Favorite Documents List: from the Favorite Documents folder in the Personal Folders view of FaxPress. from the Favorite Documents List in the Attachments tab of the Send Fax interface. Adding Favorite Documents from FaxPress To add a document to your Favorite Documents folder from FaxPress, follow these steps: Right-click on the Favorite Documents folder.
Page 232: Adding Favorite Documents From The Send Fax Interface
User Guide > Adding a Document to the Favorite Documents List Adding Favorite Documents from the Send Fax Interface To add a document to the Favorite Documents list from the Send Fax interface, follow these steps: In FaxPress, click on the Compose button to open the Send Fax interface. (For additional ways to access the Send Fax interface, see Sending Faxes on page 1.)
Page 233 The attached document will now be displayed in the Favorite Documents List and the Add to Favorite button will be grayed out. The added favorite document will now also be available through the FaxPress Favorite Documents fold- FaxPress User Guide...
Page 234: Importing A Document In Fax Format
User Guide > Adding a Document to the Favorite Documents List Importing a Document in Fax Format You may want to import a document in fax format if the document is frequently faxed. This way the conversion from native (e.g., MS-Word) to fax format only occurs when you first import the document rather than each time the document is faxed, speeding up processing time.
Page 235 User Guide > Adding a Document to the Favorite Documents List you want to import a Word document, Word must be installed. To import a document in TIFF format and add it to you Favorite Documents list, follow these steps: Right-click on the Favorite Documents branch and select Import in Fax For- mat.
Page 236 User Guide > Adding a Document to the Favorite Documents List The document, with a .tif file extension, will be saved in the FaxPress Favorite- Documents folder and appear in the Send Fax interface’s Favorite Documents list.
Page 237: Using The Favorite Documents
User Guide > Using the Favorite Documents Using the Favorite Documents There are two ways to access and send documents that have been added to your Favorite Documents List: from the Favorite Documents List in the Attachments tab of the Send Fax interface.
Page 238: Viewing A Favorite Document
Enter email details. If a FaxPress email gateway is active on the network, you’ll be able to enter the number of a fax recipient in the To field, and send the attached Favorite Message as a fax right from your mail client. If your email client is not running, the Choose Profile window will open, and you will need to choose a profile.
Page 239 On the context menu, click on Delete. Deleting an item from your Favorite Documents list (except for a document imported in DCX format) does not delete the item from original location – you are merely deleting a link to it. FaxPress User Guide...
Page 240: Adding A Message To The Favorite Messages List
Adding a Message to the Favorite Messages List The Favorite Messages feature allows you to create and store short messages that can be easily retrieved and added to fax cover pages with a few mouse clicks, right from the Fax tab of the Send Fax interface.
Page 241 The new Favorite Message will now appear in the Favorite Message field and the Message area of the Send Fax interface, as well as in the FaxPress Favorite Mes- sage folder. For the fax recipient, the message will appear in the message area on the fax cover page.
Page 242: Using The Favorite Messages Folder To Add A Favorite Message
User Guide > Adding a Message to the Favorite Messages List Using the FaxPress Favorite Messages Folder to Add a Favorite Message Favorite messages can also be added from the Favorite Messages folder in FaxPress. To add a message to the Favorite Messages list from FaxPress, follow these steps:...
Page 243 User Guide > Adding a Message to the Favorite Messages List In the Cover Page Message window, type a message and click Enter a Message Name to identify the message in the Favorite Messages field, and click FaxPress User Guide...
Page 244 User Guide > Adding a Message to the Favorite Messages List The new message will be saved in the Favorite Messages folder and appear in the Send Fax interface’s Favorite Messages list.
Page 245: Using Favorite Messages
Include a Favorite Message Use the Favorite Message field’s pull-down menu in the Send Fax interface to include a message with your outgoing fax. The message will appear in the message area on the fax cover page. Using the FaxPress Favorite Messages Folder...
Page 246: Renaming A Favorite Message
Favorite Message field and the favorite message text appearing in the message area. To select a different favorite message, click on the Favorite Message name box’s drop down list to choose another message from the list. To send the fax, click on the Send Fax button.
Page 247: Deleting A Favorite Message
User Guide > Using Favorite Messages Deleting a Favorite Message To delete a message from the Favorite Messages list, right-click on a Favorite Message and click Delete. FaxPress User Guide...
Page 248: Fax Reporting
Your FaxPress user account’s Personal Fax Reports allow you to generate reports for your own personal fax transactions. The fax report data is obtained from the FaxPress server’s transaction logs.
Page 249 User Guide > Fax Reporting In the Report window, confirm the Name field displays the correct fax report type. Use the pull-down menu to change types. In the Date Range section, select one of the seven standard reporting periods or define one by entering a range of dates in the fields provided.
Page 250: Archiving Faxes
Locating your Archived Faxes FaxPress Archive can be configured to store archived faxes in two locations: At the individual user level, your personal archived faxes are stored in TIF file for- mat in two folders under your Mailbox branch. Note: If these folders are not displayed in your mailbox, you may need to reconfigure your start-up settings in your personal preference Options.
Page 251 Browse dialog box will be displayed for you to locate the fax. To view the archived fax, either double click the fax in the list, or right click and select View. You can specify what viewer application is used through your Person- al Preferences Options in FaxPress.
Page 252: Filtering Archived Faxes
User Guide > Archiving Faxes To attach this fax to an email, right click on the fax and select Mail. Your fax will be attached to your client MAPI mail for you to address. To send this fax again, right click on the fax and select Send. This opens the Send Fax window and attaches the archive file.
Page 253 List All Sent Faxes— Select this option to show all sent faxes for the current FaxPress user. Sent— Filters the list so that only faxes that were sent with a particular time will be shown. Dropping the list allows options for selecting faxes from all days, the last x num- ber of days from the client workstation’s current date, on or before a certain date, on or...
Page 254 User Guide > Archiving Faxes Fax Status— Filters the list so that only faxes with a certain status will be show. Drop- ping the list allows options for selecting faxes with any kind of status, failed status, and sent status.
Page 255 User Guide > Archiving Faxes or equal to a certain number of pages, greater than or equal to a certain number of pages, and also the specified number of pages. RTI— Filters the list so that only faxes received from a particular remote terminal ID (RTI) will be shown.
Page 256: Web Client Interface
FaxPress server and user settings. To use the Web Client Interface to send and receive faxes, all applications associated with the file formats your users might want to fax must be installed on the FaxPress server.
Page 257: Accessing The Web Client Interface
Secure information exchange between the FaxPress server and your workstation is re- quired. By default, the HTTP protocol is disabled. HTTPS must be used instead. A secure connection is verified by the lock icon in the status bar of the browser.
Page 258 User Guide > Web Client Interface In the User field, enter Administrator. If this is the first time you’ve logged into the Administrator account, or if you have not yet set a password, leave the Pass- word field blank and click Login. The default password for the Administrator ac-...
Page 259 User Guide > Web Client Interface The Web Client Interface opens to the Mailbox view, mirroring the FaxPress Win- dows client. FaxPress User Guide...
Page 260: Faxpress And Goldmine Integration
GoldMine Contact via Captaris FaxPress option underFile>Send In the GoldMine program, theFax via FaxPress option will be added into the File menu. This option launches the FaxPress Send Fax interface and automatically connects it to...
Page 261: Before Installing
Text or CSV file – Microsoft Text Driver dBase file – Microsoft dBase Driver Adjusting Microsoft Security Settings Microsoft Security settings must be set to either Medium or Low for the FaxPress and Gold- Mine integration. Open a Word document and navigate to Tools>Macro>Security...
Page 262: Removing Unnecessary Macros From Document Templates
User Guide > Before Installing Removing Unnecessary Macros from Document Templates Open a Word doc, and navigate to Tools>Templates and Add Ins to confirm that only gmlink.dot is listed under Global Templates and Add-ins. Frequently, other macros will need to be removed from Templates and Add-ins, like Adobe Acrobat Reader or Writer templates.
Page 263: Installing The Goldmine To Faxpress Link
This option launches the FaxPress Send Fax dialog box and automatically connects it to your Goldmine Contacts List. The GoldMine to FaxPress Link installation must not be done on top of an existing GoldMine Link to Word. Any currently installed GoldMine Link to Word must be removed be- fore the GoldMine to FaxPress Link installation.
Page 264 User Guide > Installing the Goldmine to FaxPress Link Click on OK. Click on OK. Click on Configure.
Page 265 User Guide > Installing the Goldmine to FaxPress Link Next, choose a FaxPress, enter a FaxPress user name and password, and click Lo- gin. 10. Next, click the Save Preferences button. FaxPress User Guide...
Page 266: Installation Tips
User Guide > Installing the Goldmine to FaxPress Link 11. Click OK. The GoldMine link should appear under MS-Word tool bar. Installation Tips If you are having issues with the FaxPress GoldMine Link support, first try to install the GoldMine Link without FaxPress involved.
Page 267 User Guide > Installing the Goldmine to FaxPress Link If you are having issues with the GoldMine Link, check the following prerequisites first, then manually uninstall and reinstall the GoldMine Link to make sure it is working without FaxPress involved.
Page 268: Uninstalling The Goldmine To Faxpress Link
Enable Macros. If a warning about macros appears, choose Click the Uninstall GoldMine to FaxPress Menu button to remove the FaxPress/ GoldMine link. Close the installation document and restart GoldMine. The connection between FaxPress and GoldMine has now been broken.
Page 269: Sending Faxes From Goldmine
User Guide > Sending Faxes from GoldMine Sending Faxes from GoldMine There are several ways to fax with the link between FaxPress and Goldmine. From within GoldMine, users can send faxes through FaxPress or can use the merge mechanism pro- vided by GoldMine.
Page 270 User Guide > Sending Faxes from GoldMine Note: If you have not activated a contact or group this fax will be sent to all contacts in the database. If you have not activated automatic login to FaxPress, the FaxPress Login screen will be displayed.
Page 271: Faxing Merged Forms
The fax will be sent to the contact or list of contacts specified. Entries will be added to each contacts history list indicating that the fax has been sent, subject of the fax, and list of any attachments to the fax.
Page 272 FaxPress, a message appears notifying the user that the fax has been sent successfully. Entries will be added to each contacts history list indicating that the fax has been sent and the name of the merged document.
Page 273: Faxing To A Single Contact From Ms Word
User Guide > Sending Faxes from GoldMine Faxing to a Single Contact from MS Word The user can fax the current active MS Word document to the current contact in GoldMine. The document may or may not be a GoldMine template.
Page 274: Creating Templates
GoldMine Field... The Insert GoldMine DDE Field dialog will ap- pear. Select the desired field names from the list and then press the OK button. The se- lected fields will be placed into the template document. Repeat insertions as needed to add additional Goldmine fields.
Page 275 User Guide > Creating Templates The forms will be listed number the name of the current Goldmine user displayed in the Forms of User scroll down list. Selecting the document and clicking the Properties button brings up the proper- ties of the document:...
Page 276 User Guide > Creating Templates Form Name field should contain the title of the document Template Filename field should contain the full path to the Word document App Identifier field should contain Word.Document.8 DDE Command field should contain [GoldMineLink()]. If these settings are...
Page 277: Updating Goldmine Templates
If you change a GoldMine template document, you must also update the GoldMine form record for the template. A form record contains a list of all the merge fields that are in the template, so that Gold- Mine can export a dBase file containing the correct fields for merging purposes.
Page 278: Configuring Faxpress Login
User Guide > Configuring FaxPress Login Configuring FaxPress Login To automate faxing, you can configure the login parameters that will be used to send faxes to the FaxPress. To configure FaxPress Login, follow these steps: From Word, select the Tools menu and then select Configure FaxPress Login..
Page 279: Automated Faxing
Print Form option. When a fax is sent using Automated Faxing, an entry is made to the contact history. For more information about Automated Faxing, see your GoldMine manual.
Page 280: Captaris Faxpress Support Agreement
Standard Support includes the following: Hardware Warranty A defective Product will be repaired and returned to you at no cost, including labor, parts and one way shipping within one year from original date of registration. Under the war- ranty terms, you must contact Captaris’s Technical Support for a diagnosis before return- ing it for repair.
Page 281 Monday to Friday, 6am to 5PM (PST), excluding Captaris holidays. Technical Support can be reached by phone at (408) 852-8080 or by fax at (408) 852-8180 or by email at sup- port@Captaris.com. Captaris’s Customer Services Web site offers 24/7 unlimited free ac- cess to useful product-specific technical information.
Page 282: Support Services Terms And Conditions
(i) Customer’s failure to implement all Upgrades and Up- dates provided to Customer; (ii) use of the Software on a CPU other than the designated CPU for which such Software was designed and licensed for use;...
Page 283 User Guide > Support Services Terms and Conditions right to decline to support any Hardware or Software that has not been on con- tinuous support with Captaris or has been modified by Customer or a third party without Captaris’s responsible for paying Captaris’s then-current stan- dard charges to restore such Hardware or Software to a condition or version acceptable to Captaris prior to Captaris starting Support Services.
Page 284 The provision of Support Services by Captaris to Customer will be governed for all purposes by the laws of the State of California, USA without regard to conflict of laws principles. If any provision of these Terms and Conditions is held by a court of competent jurisdiction to be unenforceable, the offending provision will be deemed severed and the remaining provisions will remain in full force and effect.
Page 285: Contact Information
Technical Support Captaris is committed to providing professional customer support and excellent services. We provide several enhanced support plans that are specially designed to meet your busi- ness needs and support requirements. For more information, visit the Captaris Technical Support page.
Page 286 User Guide > Contact Information FaxPress User Guide...
Page 287 ASP custom database attaching native documents building complex fax phone numbers CC function change fax transmission order Citrix MetaFrame NFuse Published Applications Citrix MetaFrame about configuring user operator privileges...
Page 288 User Guide > Index supervisor converting master cover pages converting faxes archived corporate FaxPress phone books ODBC database phone book phone books Corporate Cover Page corporate cover pages creating Corporate Phone Books Faxmain folder cover page corporate personal templates 174, 188...
Page 289 User Guide > Index local phone books personal cover pages personal phone books phone book groups phone books importing saved faxes folders creating groups define the fax merge variables deleting favorite messages received faxes saved faxes transmitted faxes delivery unaddressed faxes dialing rules...
Page 290 Faxmain folders Corporate Phone Books Notices Outgoing Fax Queue FaxMerge...
Page 291 FaxPress client preparing the Terminal Server requirements joins in phone book view list of send faxes load balancing local phone books creating external database FaxPress Local Phonebooks folder...
Page 292 ODBC data sources and drivers ODBC database phone books corporate phone books ODBC database ODBC driver ODBC phone books see external database phone books operator account privileges operator privileges privilege levels operator Outgoing Fax Queue folder Outlook Direct client-side option...
Page 293 36, 199 external database FaxPress personal 35, 199 phone numbers building complex dialing rules formatting Pop-up Blocker and the Web Services Client Print fax 150, 156 print fax print a list Print to PDF printer ports printing archived faxes saved faxes...
Page 294 User Guide > Index user account properties archived faxes faxes Published Appications non-standard receiving faxes deleting sending refresh queue releasing faxes renaming favorite message reports generating resending faxes rounter account privileges router privileges privilege levels router routing drag & drop...
Page 295 User Guide > Index Goldmine automated faxing multiple documents in one job received faxes saved faxes see also transmitting faxes sequencing faxes Single Sign On sorting archived faxes supervisor privileges privilege levels supervisor templates cover page 174, 188 cover pages...
Page 296 User Guide > Index user accounts archive setting privileges user mailboxes user privileges 1, 41 viewing archived faxes favorite documents fax properties saved faxes WordFax sending faxes using...

This manual is also suitable for:

Faxpress 5.1

Captaris FaxPress User Manual

Important Notice

Introducing Captaris Faxpress

Installing the Faxpress Client

Uninstalling the Faxpress Client

Installing the Client on Windows Terminal Server

Creating a Remote Installation

Deploying MSI Packages with Group Policy

International (Non-English) Character Support

Faxpress: an Introduction

About the User Mailbox

Personal Folders

Setting Your Password

User Privilege Levels

Configuring User Properties

Sending Faxes

Addressing Options

About the Faxpress Send Fax Interface

Additional Information

Merging Faxes

Installing Faxmerge

Using Faxmerge with Microsoft Word/Office 2000, XP and 2003

Using Faxmerge with Microsoft Word/Office 97

Outgoing Fax Queue

Receiving Faxes

Deleting Faxes

Forwarding a Fax Via Email

Forwarding Faxes

Managing Saved Faxes

Refreshing the Queue

Routing Faxes

Saving a Fax

Sending a Received Fax

Viewing Fax Properties

Viewing Faxes

Setting Personal Preferences

Accessing the Personal Preferences

Selecting Viewer Application

Setting Default Phone Books

Setting General Options

Setting Startup Options

Setting Tracing Criteria

Personal Folders

Miscellaneous Settings

Printing Faxes

Print to PDF Feature

Notices and Alerts

Using Trayfaxalert

Unblocking Trayfax Alert on Vista

Creating Cover Pages

Creating Cover Pages with Microsoft Word

Creating Cover Pages with Captaris Cover Page Editor

Creating Phone Books

Creating Personal Phone Book

Editing a Faxpress Phonebook

Favorite Documents and Messages

Adding a Document to the Favorite Documents List

Using the Favorite Documents

Adding a Message to the Favorite Messages List

Using Favorite Messages

Fax Reporting

Archiving Faxes

Web Client Interface

Faxpress and Goldmine Integration

Before Installing

Installing the Goldmine to Faxpress Link

Uninstalling the Goldmine to Faxpress Link

Sending Faxes from Goldmine

Creating Templates

Updating Goldmine Templates

Configuring Faxpress Login

Automated Faxing

Captaris Faxpress Support Agreement

Support Services Terms and Conditions

Contact Information

Quick Links

Related Manuals for Captaris Captaris FaxPress

Summary of Contents for Captaris Captaris FaxPress