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4-Sight Fax Operating Guide

1. A 4 Serlalization ios da dons A 4 PC Link Windows Clienti accessi indana e e a eee A 4 HINTS ANG TDS ri oca a Tee rm e B 1 FAVES Ge TDS ai oec dam tee orn m RU epe Rs IR p d RR ET a Sathana B 3 Things T DOr m se oae prse e eure e tenta B 3 Things Be Aware Ofa iwi imran e e A aN n B 4 General 55 B 6 FAX teet A emer deer B 6 Client lt 1 C 1 Troubleshoot s s mute toot A IRURE RUE a C 3 Technical SUPPO eeru e a re UMS EN TEE Sm C 3 Hardware C 4 Installation C 5 Fax Switcher Problems C 5 Cover Page Problerris get tite eR RR HE Ree C 6 Print Dialog Problems 2 u 222 2m RR ERR ee C 7 4 Link Problems 4 52 0 2 E ERAI a C 8 Sending Probl rmis uoce RE RE dob en C 10 Integration ree ther dept v EVE FUP MN C 13 xii 4 Sight Fax Operating Guide Contents Server D 1 Troubleshooting a an ea e RE RE an sd D 3 Technical SUpport usa uu Re RE are se D 3 Hardware D 4 Sending Problems D 5 Server Problems
2. 9 3 Supported lt 5 9 3 Installing MailBridges sessie dipidan ani u naiiai wa ii anaa panad aiaa 9 6 Configuring Fax 9 11 Faxing Via 10 1 Faxing Via QuickMail sees RR 10 3 Addressing The lt 5 10 7 When Sending A 10 9 QuickSender A eden oe on re o en 10 9 Additional QuickMail 10 14 Receiving Faxes Via 10 15 Installing Fax Viewer and OM ForwardinQ o o ooooooo 10 15 Manually Routing Faxes Via QuickMail 10 16 Viewing A Received Fax Via QM 10 18 Quarterdeck Mail Server Integration 11 1 Quarterdeck Malls v ua A tun A oe eed rein Rd Res 11 3 Quarterdeck Mail Server Integration 11 3 Supported Versions aussen liada ROS acti cat 11 3 Installing 11 6 The Gateway 1 5 11 8 Access Gateways hn 11 8 Configuring 4 Sight Fax GW
3. Codes Coral Coba Bibi 2 gd Server En brt Cancel I 5 6 4 Sight Fax Operating Guide Server Functionality 4 Sight Fax Operating Guide Custom Fields This is the interface for setting up and editing the server code book If the New button is clicked the following dialog appears enabling the network administrator to input references and codes If the administrator chooses to input reference and code for more than oneField then this will relate the information Please see Related codes Edit Codes Lawyer Client These dialogs alter according to the number of fields that have been enabled The Reference Ref field is an identifier for the code i e itis easier to recognize a name or word as opposed to a string of apparently random characters When editing existing codes care must be taken Each reference only appears once in the field windows however with related fields see below a lawyer or client or case may appear many times within the actual code book itself Therefore a dialog is displayed when editing existing codes to warn the user how many codes in total will be affected 9 There 5 affected records Are you sure you want to edit them Custom Fields Server Functionality After input codes are displayed in the server code book as below heres Cote Ege Erdiinr Cote Liri Control Lawyer Client Bal Peg dills Chris Bk Cake IPH 662839H Coram Coba Bonk Sight Serv
4. Send Comms Server Status Comms Server Status Inquiry You can use this message form to check the status of 4 your outgoing messages sent via the 4 Sight Message Gateway 4 Sight Fax Click on the Inquire button to receive a message listing all of your messages waiting to be transmitted and their current status This brings up a special form which you simply click on the inquire button The message is sent over to the mail server and the gateway gets a list from Comms Server This information is then returned in a special form containing useful information for you to be able to determine that the system is running in a satisfactory manner 12 10 4 Sight Fax Operating Guide Integration Comms Server Status Report RECEIVING FAXES VIA QUARTERDECK MAIL Manual Routing Automated Routing 4 Sight Fax Operating Guide Faxing Via Quarterdeck Mail When you have requested a status report this form is sent to you from the Comms Server It shows the current status of the Comms Server queue and when the system expects to send your message The times shown are approximate because it is impossible to determine exactly how long the messages in front of yours in the queue will take to transmit Comms Server Status Comms Server Status Report Pos Date amp Time To Subject Status 31 10 96 10 30 Acme Paper Suplies LaserPrinter paper Sent Ref 34777 12897 1 31 1
5. AA A AA D 6 Receiving Problems 22 22 een ee D 14 Hard Copy Printing Problems D 15 Eont Problems ms Pen ee ata es D 16 Cover Page lt D 16 Integration sonde o du tn Sole dd AL be an LA D 16 Technical E 1 Technical Refr encens eeeh anean peii iw da E 3 How Does 4 Sight Fax Work E 3 4 Sight Eax Client ii a een E 3 4 Sight Fax Server ERR EE PEE PEG EM E 4 Common Questi ons rive vidc muli Deve A E 5 Technical TIpSss fort tit ios ose e Posee eoe cdas E 9 Hardware F 1 Hardware F 3 Modem Functionality 2 222222 essen eee F 4 Modem Reference Table F 6 INDEX 4 Sight Fax Operating Guide xiii Contents xiv 4 Sight Fax Operating Guide 1YDIS p Overview 4 Sight Fax Overview xvi 4 Sight Fax Operating Guide WELCOME TO 4 SIGHT FAX Features 4 Sight Fax Operating Guide 4 Sight Fax Overview Thank you for choosing 4 Sight Fax as your fax solution we are confident that you will find itto be an invaluable tool The 4 Sight Fax system allows you to send and receive fax messages from your Macintosh Send and receive
6. O _ nma gt gt E I umm I vectes reet x Quarterdeck Mail Server machine At least a Macintosh SE with 4 MB of RAM Gateway Server Comms Server machine System 7 At least 8 MB of RAM This configuration requires two machines The machines need not necessarily be dedicated to just these applications but in order for Comms Server to operate correctly the Quarterdeck Mail Server Gateway Server and Comms Server must be running If you are running an AppleShare network the Quarterdeck Mail Server can be run as a background process on the same machine as your AppleShare Server 11 5 Quarterdeck Mail Server Integration Integration The example below shows the installation of the FAX Gateway For details on INSTALLING configuring the 4 Sight Fax Gateway GATEWAYS HEC ateways E Extras 2 items 558K in disk 227 4 items 558K in dig 74 a z lailGw Gateway Installer A Gateways 4 Sight Fax GW El Fax Server HIE Bitems V 33 786K in disk 5 264K available System Folder 4 Sight 1 Copy the MS Mail GW file from the Gateways folder into the system folder of the machine running Comms Server 2 Copy the Gateway installer from the QD Mail Extras disk onto the
7. 11 12 Creating Gateway 11 14 Faxing Via Quarterdeck 12 1 Faxing Via Quarterdeck Mail 12 3 Sending Faxes Via Quarterdeck 12 3 Quarterdeck Mail Address Book 12 6 Address Window aus er as 12 7 Receiving Faxes Via Quarterdeck 12 11 Installing Fax Viewer and QD Forwarding 12 12 Manually Routing Faxes Via Quarterdeck Mail 12 13 Viewing Fax Received Via QDMail 12 15 4 Sight Fax Operating Guide Contents Xi Contents AppleScript tiron read tato estr Pic ES 13 1 Introduction To 5 13 3 SUPPOR Se er wile eee PE 13 3 OVERVIEW enden en fe edet nee nee resp a POMPE Me er ci 13 4 Creating A lt 5 13 6 Sending A seco nase es nissan 13 9 Using The QuickFax User 13 12 Printer Management a RD a e n teres 13 14 Misc Utility Routines eiae hep ka aa III 13 19 APPENDICES System Add ONS viii tica 0 9 0 6 Tei A 1 System Add Ons aid a ls atada A 3 Multi Channel Comms Server A 3 Additional User
8. EJ comms _4 4 SERVER I 4 Sight Fax How Does 4 Sight Fax There are two main components to 4 Sight Fax the client software and the Work server software 4 Sight Fax Client The User side of the fax system usually starts with the fax print driver When this 4 Sight Fax driver is selected instead of the normal printer often a LaserWriter the application which is printing sends all the instructions to print the document to the fax driver This stores the instructions on disk instead of sending them to the printer When the printing is complete the driver has to send the printing instructions to the central server application To do this it must use a transport system Jg 4 Sight Fax Operating Guide E 3 Technical Reference 4 Sight Fax Server f Comms Server 4 Link and 4 Talk E 4 Appendices 4 Sight Fax can use several transports 4 Sight s 4 Link QuickMail or Quarterdeck Mail The fax printer driver invokes the appropriate application and the user can then choose the destination fax number from an address book or enter the number for a one off Finally the user sends the message and it is sent over the network to the server The main part of the server is an application called Comms Server This manages the queue of messages to be sent and handles the physical devices such as fax modems boxes In addition to Comms Server other programs may be run as gateways programs that trans
9. BCC Your Fax to gt Bruan Rdams 0171 98 65431 Polygram Records London Mas rejected because of font problems The following fonts are not installed on the server B Stone Sans Bold Stone Sans There are a number of reasons for your message failing to be sent The remote device did not answer within the specified number or retries You will need to investigate why If you enclosed a document of an invalid file type see previous pages for supported file types The document to be transmitted contained a font not installed on the server Contact your Network Manager in order for the font to be installed For further details of other useful QuickMail features please refer to the QuickMail User Manual Sections to read include This allows you to store frequently used addresses in your own personal or global address books Allows you to group addresses together so that you can send multiple fax shots by addressing the message to a single group A central address book compiled from all books on the network allowing you to search for addresses by name or address Allows you to keep a record of your messages especially useful if there is a problem as the log can be used to resend messages 4 Sight Fax Operating Guide Integration RECEIVING FAXES VIA QUICKMAIL Manual Routing Automated Routing Installing Fax Viewer and QM Forwarding Fax Viewer QuickSender 4 Sight Fa
10. Adobe Type Manager TrueType amp System 7 4 Sight Fax Operating Guide Comms Server Heference The sophisticated font handling incorporated in the system is to ensure that fonts are accurately drawn To do this all fonts that are used on the network need to be installed on the Fax Server Most fonts comprise of two files the screen bitmap font and the printer font They are installed as follows Drag the screen and printer fonts you wish to install ONTO the system folder NOT INTOIT The system will automatically install the screen fonts into the system file and the printer fonts into the EXTENSIONS folder Drag the screen and printer fonts you wish to install ONTO the system folder NOT INTOIT The system will automatically install the screen and printer fonts into the FONTS folder a If you are using Adobe Type Manager on the server you can reject fonts whose printer fonts are not resident by selecting the REJ ECT NON ATM AND TRUETYPE FONTS option ATM uses the printer font when the fax is imaged If the printer font is not available then this option will reject the fax back to the user If you are not using ATM then it is advisable to install each screen font at up to three times larger than you wish to transmit via the fax system eg if you wish to send 24 point Helvetica then it would be advisable to install 72 point Helvetica on the server This is because the system converts the bitmap font image to the ac
11. FRH Sales Figures 1996 HS 3 1 EA O I er 1 0 AVE DELETE il SPELL 3 RECEIPT FORWRDG REPLY E FROM David Coombes 31 10 96 TO Richard Turnbull Your Fax to David Coombes 0171 123 4567 Bizarre Inc London Mas sent at 1 10 32 pm on Monday October 31 1996 Transmission time 02 05 Pages 3 Reference 43132 04617 This facility allows you to add further files to the fax you are sending appending them to the current file you are working on When sending a fax you can attach the following file types MPNT PICT TEXT FAX Paint format created by MacPaint Amazing Paint FullPaint etc A general picture format created by MacDraw CricketDraw etc A general format for words only created by all word processors and most database packages Generated by the 4 Sight Fax Printer Driver when the via Disk option is selected in the print dialog window The 4 Sight Fax Printer Driver produces a file which can be sent by 4 Sight Fax and is used to send file types that do not fall into the above categories The 4 Sight Fax Printer Driver creates fax files from any Apple compliant application 4 Sight Fax Operating Guide Integration Addressing The Message Delayed Message Selecting An Address 4 Sight Fax Operating Guide Faxing Via QuickMail FROM Brett Craigmile 14 8 96 TO Suzanne Blakey CC BCC The section of the QuickSend win
12. Maca tpt dde 3 16 Default Group Setup ep xe Rea eet t Ri Robot e RS 3 18 Automated In Bound 4 1 Automated Inbound 4 3 Sd E METRUM 4 3 et epe oap UR XOU E RR xm een 4 4 Software Configuration 4 5 Custom lt 5 1 Code Books us in s A a s 5 3 Custom Field 5 3 Enable Field 5 5 RelatediCodesua 153 eo bnt ebd ddr Dr bebo 54 iet nen 5 9 Creating Related Codes u a re eden 5 10 4 Sight Fax Operating Guide Contents ix Contents CLIENT FUNCTIONALITY Client Installation and Configuration 6 1 Client Installation and configuration 6 3 Installing The Fax User 5 6 3 User Configurations cs ws wee pet A ee 6 5 Selecting A Ser Vel u a colons a een 6 6 4 Link User Preferences s uoce A Racer ia ths ale are 6 9 Server PREIS c ee Tate fest pte ear n eee e er cete os 6 10 Name Preferences suse e ru Rm aea E 6 12 Notification lt 6 15 Startup lt 6 16
13. Macht instan on the disk Macintosh HD Install If you want to change the location where the software is to be N installed click the Select Folder button Choose the new location from the displayed dialog box You can navigate to a different disk if required 4 Click the Install button The installer program will perform all the necessary installation of 4 Sight Fax files for you A dialog tracks its progress You will be asked to insert the Extras disk part way through the installation 5 When the installation is complete you are prompted to restart the Macintosh 4 Link is the message handling Desk Accessory DA It allows you to view the Fax Server queue window and to create edit and address messages This DA is installed directly into the System folder 4 Sight Fax Operating Guide Client Functionality Client Installation and Configuration 7 4 Sight Fax Print Driver is a Chooser based print driver that converts 1 documents into fax format that the Server can transmit This file is placed into the Extensions folder It is not compatible with QuickDraw GX so this must be disabled Fax Switcher control panel for user definable selection of the 4 Sight Fax Print driver It also enables disables the FAX Finder menu option and should be placed into the control panels folder 4 Talk extension file is the network protocol used to communicate with Comms Server This file is loaded at startup and is
14. The image file is being received is corrupted Incoming fax displays a message in the status bar Error 1010 An unexpected end of file was received Message is Displayed Unexpected End of File error 39 An incoming file is corrupt make note of the file number if displayed This file must be physically removed from the incoming queue folder before the system will operate properly Received fax images are jumbled incomplete bottom of the page first etc scan lines missing or a bar code effect is noticeable IMPORTANT Check the communications settings found through the Device menu item of the Setup menu For all modems the communications rate should be set to 19200 Received fax images are incomprehensible look like bar codes This is normally caused by changes in telephone line parameters that the modem was unable to accommodate for Fax machines check each line of received information for validity Unfortunately fax modems are not able to check the received information until after the complete fax message has been received Unlike a fax machine fax modems in a Server environment cannot check each scan line it would swamp the operation of the Macintosh Therefore if a glitch occurs the message will be garbled throughout Also check if file sharing is on if any other software is running and that the baud rate is set to 19200 4 Sight Fax Operating Guide Appendices Hard Copy Printing Problems 4 Sight F
15. 4 Sight Fax Operating Guide Faxing Via QuickMail QuickMessenger does not support the character as part of the First Name or Last Name portions of a QuickMail address They are displayed correctly in the addressing dialogs but we convert any characters to a character when we actually use the address for real On completion if you have requested a receipt you will receive a QuickMail message containing the details of the transmission Ed Fa Sales AA eee Z normar 25 oma JOE PRINT 85 DELETE 3 FR Al Ed ur ra E FROM David Coombes 31 10 96 TO Richard Turnbull CC BCC Reply to F x gt sales Figures 1996 Your Fax to ir David Coombes 0171 123 45671 Bizarre Inc London Mas sent at 1 10 32 pm on Monday October 31 1996 Transmission time 05 Pages Reference 43132 04617 10 13 Faxing Via QuickMail Rejected Messages Retry Count Exceeded Invalid File Type Font Rejection Additional QuickMail Features Customising Address Books Groups of Addresses NameServer Mail Log 10 14 Integration If for any reason Comms Server could not deliver your fax then a rejection message will be sent to you via QuickMail The dialog below is a typical example of how the message will appear SO REJ gt Sales Figures 1996 E AAA SLE oa E FROM Bryan Adams 21 10 96 TO David Coombes
16. This menu lets you do the following Resend From Archive Test Print Test Fax Report Scan Reject Delete Suspend Unsuspend Reprint Edit Address View This allows you to select an outgoing archive file to be resent Allows you to select a FAX or PICT file to be printed locally to test if the system is operating correctly This feature is only available for systems using an STT fax machine and will be grayed otherwise Select a FAX or PICT file to send as a fax Then enter the fax number required This is useful as a quick test that the fax device is operating correctly it is not for normal fax transmission Downloads a report from the hardware device of its current status and gives details of the latest transactions This feature is only available for certain devices If it is not applicable then the option will be grayed out Place the document to be scanned into the paper feed of the fax machine and select SCAN You will be asked the resolution required and to name the file This is only available when using the STT machine If for whatever reason you wish to reject a fax in the outgoing queue simply select it and choose REJ ECT A text dialog will be displayed asking you to enter the reason for the fax being rejected This will appear back on the users machine as a notification message 2 9 Comms Server Reference Delete Suspend Unsuspend Reprint Edit
17. US fine res 2150 The resolution of the fax is one of the following Std Resolution of the fax is one of the following Std Resolution is 203 2 97 79 dpi Fine Resolution is 203 2 195 58 dpi Fax pixels are useful but what you actually need to create for Cover Pages is a PICT image with the resolution of 203 2 x 195 58 dpi and bounding rectangle that is no larger than the following top left bottom right A4 0 O 838 594 US 0 0 790 594 Thus 594 203 2 72 gt 2276 If you use a bounding rectangle that is larger than this then Comms Server will scale the picture to fit on the page Speed Doubler with fax It has been reported to us that using Speed Doubler on the fax server Macintosh improves the performance of the fax system Timed out trying to open the Communications Manager Restart your Macintosh and reinstall CommToolbox if necessary You must install the CommToolbox before you can use Comms Server You will see this when you run Comms Server and CommToolbox isn t installed Comms Server will then quit 4 Sight Fax Operating Guide Appendices 4 Sight Fax Operating Guide Server Troubleshooting You must have some communications tools in your Communications folder inside the System Folder before any external devices can be accessed Comms Server uses the Serial Tool extension in order to communicate with the modem connected to the modem port Check that the Serial Tool is in the Extensions folder C
18. Date 7 9 96 8 26 pm Status Max Retries You can edit any of the addressing information in this window if the fax is not currently being transmitted There are several other operations that you can perform on the fax as well This displays the fax on your screen This will put the fax message on indefinite hold The message entry in the queue will be displayed in italic type to indicate the suspension You can suspend a fax that is being transmitted Suspend faxes may be reinstated by clicking Unsuspend This rejects the queue entry and it will not be processed Rejected items are not automatically deleted from the queue This deletes the queue item you will be asked to confirm this action You can only delete items that have been rejected or that have reached MAX RETRIES Cancel closes the Message Information window and forgets any changes made to the information Click the OK button saves any changes made 7 25 Sending A Fax Client Functionality Fax Status Notification Depending on the settings in your 4 Link User Preferences you will be alerted when a fax you have sent has been successfully transmitted You have the choice of producing a chime a flashing icon where the Apple icon normally is and a notification dialog or all three simultaneously Form more information on configuring 4 Link refer to the discussion of 4 Link Configuration in Chapter 6 Fax Sent Notification Dial
19. However if the user finds that it is a problem located at the top of the menu they can rename it and it will still work as long as it contains the name 4 Link in it somewhere QuickFax doesn t work if 4 Link is Frontmost If 4 Link is the frontmost application and you choose QuickFax from the Fax Switcher menu or hit your QuickFax hotkey or choose Send QuickF ax from your Control Strip nothing happens Click outside of the 4 Link window and back in again and the QuickFax message appears This is logical as if 4 Link is already running it is just as easy to send a fax from the 4 Link window C 9 Client Troubleshooting Sending Problems C 10 Appendices Importing Address Books into 4 Link When importing a large Address Book in tab delimited format for example with 1500 entries the software appears to lock up but actually it is just taking a long time to read in the information It is recommended to speed up opening large Address Books that you make sure that the fourth field of type has a default of fax otherwise each address is looked at in turn fax used as default and then the whole file sorted before moving to the next address It is therefore also a good idea to sort the Address Book before opening it from within 4 Link Your fax message has failed to be transmitted and has reached MAX RETRIES There is either a problem with the address and number to which you are sending the fax or the receiving fax mac
20. ISDN 444 0 1202 769570 Telex 41434 FSIGHT G Internet technical support four sight co uk WWW http www four sight co uk North America and J apan available 8 00 am 5 00 pm Central Time Tel 1 515 221 3000 Fax 1 515 224 0802 ISDN 1 515 222 0177 Soft Solutions support for 4D Fax External Soft Solutions Inc 2900 Chamblee Tucker Road Building 12 Suite 200 Atlanta GA 30341 Tel 1 770 457 9400 Fax 1 770 457 9800 C 3 Client Troubleshooting Hardware Maintenance Appendices Make sure that you ask for Technical Support and have the following details ready the serial number of your software the version of Comms Server the version of the Print Driver the system version the type of server user Macintosh and a contact name and telephone number to enable us to call you back if we cannot answer your query immediately It is important for you to complete and return the registration card N as it allows us to provide software upgrades and new product information Telephone support for questions other than installation related problems is only provided to registered customers Any problems that occur with a particular hardware device must be taken up directly with the manufacturer or their representative in your country 4 Sight do not have any hardware repair facility The topics discussed within this section are Installation Problems Fax Switcher Problems Cover Page
21. The first time the user logs in they will have to enter their correct password After the system has been used once the user does not have to login each time To use this facility the user must have this privilege enabled by the network administrator When selected the user is presented with the 4 Sight Fax login dialog upon machine startup If either Login Automatically or Login Manually are selected checking this box opens the 4 Link DA after startup login This could be useful for example if the user wants to see the status of the queues immediately after starting their machine However if Login Later is enabled Open 4 Link on Startup will be grayed When checked if a user is logged in but not currently accessing any fax functionality when any of the client functionality is Users may be logged in without any fax client functionality active When this box is checked if any feature of 4 Link is selected the user is prompted by the Login dialog before they can access any functionality These radio buttons are only available to users who are privileged to have multiple names Login Alias and Group When selected the user is not prompted to choose a public name at startup because the default public name from user preferences is automatically selected If this option is selected the user will be prompted to choose their public name on startup When using QuickFax choosing this option displays only the Send Message win
22. When you wish to send a fax to this group load the address book and select all the entries either by dragging or by using the standard Macintosh Command A key combination Move them across to the recipient s portion of the window by pressing the TAB key or clicking the Move button Close the address book when you have finished addressing the fax and click the Send button in the New Message window A progress indicator is displayed while the fax is transferred across your network to the fax server Sending Message X 3 1 Sometimes you may wish to send a quick text only fax to someone and you do not want to go through a complicated process to do this 4 Sight Fax has the answer the QuickFax window This can be done in one of two ways by choosing QuickFax from the 4 Sight Fax System menu or by pressing the QuickF ax key sequence as configured in the Fax Switcher control panel this defaults to CONTROL Q 7 19 Sending A Fax The Message Window 7 20 Client Functionality EIN Quick Fax Recipient Details Enclosures Control mU EAN Laca Number of files enclosed O wa 2 gt RE Enclose Send Number Cover Page Message Li Add to current address book Address Meg a address book Options Public Name Use cover page 0 Fine Resolution Urgent Private Delay None This new window enables users to send one
23. alter the displayed setting click the Change button Press the key combination that you want to use to switch between your normal printer driver and 4 Sight Fax This allows you to define a keystroke which switches between your normal printer driver and the 4 Sight Fax printer driver This defaults to COM MAND 6 6 19 Client Installation and Configuration Client Functionality Modified Print Menu QuickFax Hotkey Show Icon At Startup Enable System Menu 2 0 QuickFax 4 Link FaxSwitcher 4 Sight Fax 6 20 Hold down the combination of Command Option Control and Shift keys that you want to use to override the Print Menu selection With the appropriate keys held down click the OK button This defines the modifier key used to alter the Print and Page Setup commands in the File menu into Fax and Fax Setup This defaults to the Option key but within some applications N this is already reserved for other operations amp the Fax command is not displayed If this is the case specify another modifier key This determines the keystroke used to open a new QuickFax window Press the key combination that you want to use to open the QuickFax message window Self explanatory This selects whether the 4 Sight Fax system menu is displayed or not 4 Sight Fax Operating Guide Client Functionality Sending A Fax Sending A Fax 4 Sight Fax Operati
24. commands let you change printer drivers and configure the settings that will be used To send a fax you need to use the 4 Sight Fax Printer Driver instead of your normal printer driver To Switch between printing to your normal printer and printing via the Fax Printer Driver you can use the Switch Printers command This allows you to change printer drivers to the Fax Printer Driver revert the printer driver back to your normal printer driver or to toggle between the two printer drivers The Syntax of the command is as follows 4 Sight Fax Operating Guide Integration AppleScript Switch Printer by Toggling switching from Fax switching to Fax method used to switch display boolean whether to display the Switching dialog default don t Result small integer There are three different variations of this command changing from your default printer driver to the Fax printer driver changing back again and toggling between the two 1 Switch Printer by switching to Fax 2 Switch Printer by switching from Fax 3 Switch Printer by Toggling By default there is no user interface displayed when the switch occurs If you would prefer an indication of the switch between printer drivers then specify the with display parameter Switch Printer by switching to Fax with display Switch Printer by switching from Fax with display Switch Printer by Toggling with display For Printer Switching to work you must have the FaxSwitch
25. machine running Comms Server It may be convenient to place it into the 4 Sight Fax Folder 2a Copy the QD Engine file from the 4 Sight Fax Integration 1 disk onto the system folder of the machine running Comms Server 3 Copy the 4 Sight Fax GW file from the 4 Sight Fax Integration 1 disk into the 4 Sight Fax folder 11 6 4 Sight Fax Operating Guide Integration Signing In As Network Manager 4 Sight Fax Operating Guide Quarterdeck Mail Server Integration 4 Restart the Macintosh 5 Open the Chooser from the Apple menu o Select the Quarterdeck Mail icon and then your Mail Server Chooser Select a Mail Server a a QD Mail Se LaserWriter LaserWriter 8 y LaserWriter 8 40Pi AppleTalk Zones Admin Bournemouth Admin LocalTalk Forbidden Zone Gamma Quadrant Thinwire Active Q Inactive AppleTalk 7 Next select the MS Mail GW icon on the left and then select your Mail Server on the right 8 Close the Chooser In order to install and configure gateways you must be signed in as the Network Manager Throughout the rest of this section it is assumed that you are signed into this account How to sign in as the Network Manager is described below 1 Select Quarterdeck Mail from the Apple menu 2 You will be asked to sign into your Mail Server Type in the name Network Manager and the password located in the QD Mail
26. selected the fax will be sent as soon as possible When checked the current day and time are displayed All items in this time date display are editable in the same way you set the clock on the Macintosh with the General control panel To change any item click on the item and enter the desired number or use the displayed up down arrows to change that shown The final date time shown will be when the document will be processed at the Server The fax data is sent immediately to the Server It is not necessary for a user on a network to be active or on line for a delayed fax to be processed The address button takes you to the address book from where you can address the fax as required The address window to the left of the address button displays the list of selected recipients To edit this list you must use the Address button Allows a user to specify what name they want to appear on an out going fax if the user has the relevant privilege For information please see Chapter 5 The 4 Link address book allows you to build up your own list of frequently used addresses to which faxes may be sent You can maintain any number of address books Addresses can be imported from external sources such as word processing and database applications 7 15 Sending A Fax Client Functionality After clicking the Address button in the Message Send window the Address Book window is displayed 4 Link Rddress Book Address List Destinatio
27. styles close the window You will be asked to confirm the changes Repeat this process for the other cover pages as applicable Please see Cover Pages option under Setup menu for importing background PICT file Pieete enter your compeng Nome 4 Sight A 11917 3 68 North Ave Best licet ct Sina Os Serset BH2 44 1202 758400 44 1282 759444 44 1202 7548 c x Allows you to edit the company details that appear at the top of each page sent and that also appears on the default cover page This features a new field Personal Fax No Prefix allowing you to configure a common prefix for all personal fax numbers In the above 4 Sight example if routing on 3 digits this would be set to 44 1202 758 After configuring this dialog please click OK to save settings This field is only available when using the 4 Sight Fax Automated In Bound Routing option Please see Chapter 4 Automated In Bound Routing for further details 4 Sight Fax Operating Guide Server Functionality Show Clipboard COMMANDS MENU Commands Resend from Archive Test Print Test Fan Report Scan Reject Delete Suspend Unsuspend Reprint Edit Rddress View Resend From Archive Test Print Test Fax Report Scan Reject 4 Sight Fax Operating Guide Comms Server Reference Displays the contents of the clipboard
28. the power supply The cable supplied with the modem or our software MUST be used to ensure correct operation 4 Sight Fax does not operate with portable modems in STANDBY mode Modems may be left in the ON mode safely the mains adaptor should be used Therelevant software configuration is carried out in the DEVICE SETUP menu by selecting your hardware device in the DEVICE TYPE pop up menu This sets the communications parameters used when the computer communicates with the device These can be viewed by the Network Manager in the COMMUNICATIONS window although these default settings should not be altered in normal use Serial Cables There are several different varieties of Macintosh to device serial cable these are normally supplied with the system The Macintosh end of the cable is a male 8 pin mini din connector the pin numbers are as in the diagram below The modem end is either a male or female standard RS232 25 way D connector amp Pin DIN Male end Cable Specifications Check the table on the following page to determine which cable is appropriate for your modem 4 Sight Fax Operating Guide F 3 Hardware Reference Modem Functionality F 4 Cable A Mac end 8 pin 1 DTR 2 CTS 3 TX 4 GND 5 RX 6 TX 7 DCD 8 RX Cable C Mac end 8 pin 1 DTR 2 CTS 3 TX 4 GND 5 RX 6 TX 7 DCD 8 RX Cable E Mac end 8 pin 1 DTR 2 CTS 3 4
29. their Macintosh based counterparts 4 Sight Fax may be integrated with ACI s 4th Dimension application allowing you to send faxes directly from within a 4D database Here are just a few applications Send personalized fax shots to your customers with specialist attached documents Automatically send urgent faxes to companies owing you money with copies of statements and invoices attached Automate stock ordering as soon as levels reach a minimum level then an order is automatically generated and sent to your supplier The 4 Sight Fax 4D developer kit is developed by a third party organization please contact 4 Sight for details 4 Sight Fax Operating Guide Appendices Hints and Tips Hints and Tips 4 Sight Fax Operating Guide B 1 Hints and Tips Appendices B 2 4 Sight Fax Operating Guide Appendices HINTS amp TIPS Things To Do Documents With Scanned Images Resolution Changes 4 Sight Fax Operating Guide Hints and Tips Ensure that any fonts you are using in documents which you wish to fax are installed on the Fax server machine This must be done because faxes are imaged transformed into fax format on the server and the font is required in this process If you send a fax to be imaged and it contains a font NOT installed on the server then the fax will be rejected and you will be notified that there are font problems Alternatively the fax will be sent with a substituted font depending on the s
30. 2 To define a Gateway Account select Define Account and type in an account name 3 Toassign users to the account click on the Add Users button Define Rccount Members ze Names or Choose Names Account Members Fax Network 4 Sight Fax Dave Kitson QD Mail Server Jamie Cox QD Mail Server gt gt Add gt gt Rich Burkitt 4 Sight Fax Tony Bushnell 4 Sight Fax Matt Hammond QD Mail Server remove 4 Select the users you wish to add to the Account and click on the ADD button When you have finished editing the account click on the CLOSE button and click on the DEFINE button to define the new account Creating Gateway As the Network Manager it is also your responsibility to update the global Recipients list of regular recipients of faxes These names will appear in all Address Lists when users are addressing faxes If an address is not listed users can use a one off address or their own address books but it is much quicker and simpler for a user to choose a name from a list So be aware of the most important recipients of faxes and make sure their fax numbers are kept up to date So that users can send status enquiry messages and use the 4 Sight Fax Personal Address Book you must create a special recipient called Fax Network 4 Sight Fax Operating Guide 11 15 Quarterdeck Mail Server Integration Integration 1 Select Gateway Recipients from the M
31. 2900 Chamblee Tucker Road Building 12 Suite 200 Atlanta GA 30341 Tel 1 770 457 9400 Fax H 770 457 9800 D 3 Server Troubleshooting Hardware Maintenance D 4 Appendices Make sure that you ask for Technical Support and have the following details ready the serial number of your software the version of Comms Server the version of the Print Driver the system version the type of server user Macintosh and a contact name and telephone number to enable us to call you back if we cannot answer your query immediately It is important for you to complete and return the registration card N as it allows us to provide software upgrades and new product information Telephone support for questions other than installation related problems is only provided to registered customers Any problems that occur with a particular hardware device must be taken up directly with the manufacturer or their representative in your country 4 Sight do not have any hardware repair facility The topics discussed within this section are Installation Problems Fax Switcher Problems Cover Page Problems Print Dialog Problems 4 Link Problems Sending Problems Integration 4 Sight Fax Operating Guide Appendices Installation Sending Problems Message Is Displayed 4 Sight Fax Operating Guide Server Troubleshooting The Installer informs me that need System6 0 4 or later to Install 4 Sight Fax must be installed on
32. 6 10 Currently Selected Server 6 10 Queue Display Options 6 11 Start up Preferences 6 16 Displaying Address Book 6 18 Displaying Send Message Window 6 17 Open 4 Link On Start up 6 17 Options 6 17 Previewing A Fax 7 8 Print Dialog Problems C 7 Print Driver 10 4 E 5 Printer 1 15 Printer Management 13 14 Printing D 15 Printing A Fax 7 6 Private Faxes 3 11 Problems Hard Copy Printing D 15 Integration C 13 Receiving D 14 Server D 6 1 7 Index Q QD Engine Icon 12 12 QD Forwarding Installing 12 12 QM Engine Icon 10 16 Quarterdeck Mail 7 3 11 3 Access Gateway 11 8 Address Book 12 6 Window 12 7 Configuring 4 Sight Fax GW 11 12 Extracting An Access Gateway 11 9 Fax Recipient 12 3 Faxing 12 3 Messages Enquiry 12 10 Options 12 5 Rejected Messages 12 9 Font Rejection 12 9 Invalid File Type 12 9 Retry Exceeded 12 9 Send Document Window 12 4 Transmission Receipts 12 8 Via Print Driver 12 4 Gateway 11 3 Connect Times 11 13 Creating Accounts 11 14 Creating Recipients 11 15 Define Account 11 15 Installer 11 8 Installing 11 10 Gateway Accounts 11 13 Gateways Network Manager 11 7 Installing Gateways 11 6 Machine Configuration Multi Machine Configuration 11 5 Single Machine Configuration 11 4 Receiving 12 11 Automated Routing 12 11 Manual Routing 12 11 1 8 Receiving A Fax Icons 12 17 Sending A Fax 12 3 Server Integration 11 3 Machine Configuration 11 4 Viewing A Received Fax 12 15 Quick Fax Options 6 17 QuickFa
33. ADD button you may select as many recipients as you wish and also send carbon copies using the Cc and Bcc buttons One Off Address Window If the address you require does not appear in the list then you will have to enter the details yourself Click on the 4 Sight Fax icon in the ADDRESS MAIL window You can then create a One Off address fiddress Mail Recipient Name o E Number Add as Message Recipients Postal Address A gt gt Add gt gt Details Remove 1 Enter the name of the person or company to which the message is being sent and their number into the appropriate fields 4 Sight Fax Operating Guide 12 7 Faxing Via Quarterdeck Mail Integration When sending a fax The fax number should be the area code followed by the fax number e g 0171 123 4567 2 You may enter their address for completeness 3 If the details are correct click the ADD button 4 Select CLOSE after defining all recipients 5 Click Send on the Send Document Window to send the fax Transmission Receipts EL Desktop 4 Sight Fax Transmission Receipt From Tech Support Fax Date Mon 8 Jul 1996 11 33 am Subject REJ gt Desktop Your Fax to Bryan Adams 0171 123 4567 WEA Records London Was sent at 11 25 am on Monday 8 July 1996 Transmission time 01 05 Pages 1 Reference 42451 12139 ae If you have requ
34. Appendices Appendices System Add Ons System Add Ons 4 Sight Fax Operating Guide A 1 System Add Ons Appendices 4 Sight Fax Operating Guide Appendices SYSTEM ADD ONS Multi Channel Comms Server Increased Capacity Priority Faxes Incoming Faxes 4 Sight Fax Operating Guide System Add Ons f Y From our experience 4 Sight Fax has a maximum capacity of approximately 50 pages of fax per hour Throughput per channel is based on a variety of features the amount of information on each page text or graphics speed of connections quality accuracy of fax address books and busy lines If you find that this is not enough for the volume of faxes being generated by the users on the network then you may consider expanding your system with extra Comms Server channel licences Each additional channel enables you to connect another fax modem device to your server This gives you several benefits Your hourly throughput would be increased at approximately 50 pages per hour per additional channel up to a maximum of sixteen channels This provides an organization with an incredibly powerful fax broadcast system 800 pages per hour You can assign certain channels to handle urgent faxes therefore important messages are processed immediately You may wish to designate a channel to be incoming only to free up the remaining channels for send only thereby ensuring that your fax system can always receive faxes
35. Edits the currently selected queue item only available for outgoing items View Displays the selected fax in a viewer window If you view an outgoing fax the only the cover page text is displayed on the first page Hold Temporarily halts the transmission of an outgoing queue items Release Releases items in the outgoing queue allowing them to be sent Resend Marks an item to be resent its status will change to Waiting Reject ES Allows you to stop an item being sent you will be asked to enter a reason for rejecting the fax 7 22 4 Sight Fax Operating Guide Client Functionality Sending A Fax Delete Once outgoing items have been rejected or reached maximum retries or if incoming items have been read this option deletes the items Refresh Updates the server queue list The queue window DOES NOT automatically update because of the network overhead Address Opens the Address Book window Prefs m Opens the Preferences dialog The sizing bar allows you change the relative size of the outgoing and incoming queue windows By default the next fax to be sent is atthe top of the outgoing queue and the most recently received fax is at the top of the incoming queue The sort orders can be individually altered by clicking the Reverse Sort buttons The sort criterion may be changed by moving the title bar to different column headings by clicking on them The column spacing can also be individu
36. Eogging Qut u era een en wh ad 6 18 Fax Switcher Configuration 6 19 Sending 7 1 Sending AF dX cus eee ERIT ne pr aee rer est 7 3 Page Setup eos A ER UR que ded qon 7 5 Printing Y AA esee men Pichena qe eden 7 6 The 4 Sight Fax Draggin Rer e nn 7 10 Configuring The Fax 7 10 Using The Fax Draggin 7 11 Faxing A Message Via 4 7 12 The 4 Link Address Book sis ri e u E e a 7 15 Sending A QuickFax 7 19 Monitoring The Progress Of Your 4 Link 7 21 Queue Window 5 7 22 Outgoing Queue lt 7 24 Manually Changing The Status Of Items In The Queue 7 25 Fax Status 7 26 Receiving Fax 8 1 Receiving A Ns S sn eon RENE Ee ne tet sapie n 8 3 Viewing A Received 8 4 Forwarding A 4 Link Message 8 7 x 4 Sight Fax Operating Guide INTEGRATION QuickMail Server Integration 9 1 QuickMail Server Integration
37. GND 5 RX 6 TX 7 DCD 8 RX Appendices Modem end Male DB 25 20 DTR 6 DSR 3 RX 7 GND 2 TX n c 8 DCD strapped to GND Modem end Female DB 25 20 DTR 6 DSR 2 TX 7 GND 3 RX n c 8 DCD strapped to GND Modem end Male DB 25 20 DTR 5 CTS 2 TX 7 GND 3 RX n c 8 DCD strapped to GND The chart on page 19 6 shows each of the modems supported by 4 Sight Fax and their functionality Y Denotes a feature is available X Denotes a feature is NOT available 4 Sight Fax Operating Guide Appendices Cable Type Incoming Multi channel File Sharing Data Approved Countries 4 Sight Fax Operating Guide Hardware Reference This shows which serial cable type is used with which device This shows whether a device can receive faxes This shows whether a particular device can be used in a multi channel Comms Ser ver configuration This shows whether Comms Server can be installed on a machine which is running personal file sharing or AppleShare 3 0 when using a particular device This shows the maximum speed attainable using the data modem capabilities of a particular device To make use of these facilities a separate terminal package must be used this is NOT supplied with the system Data and fax applications cannot be used simultaneously on the same server machine This shows the major countries in which a particular device is appro
38. In order to send on several channels you of course need multiple telephone lines You also require a Macintosh capable of holding either a PCI or NuBus serial card as each additional channel requires an additional Macintosh serial port 4 Sight can only guarantee correct operation on cards supplied by ourselves System Add Ons Additional User Licences Serialization PC Link Windows Client 4th Dimension Developers Kit Fax Shots Accounting Chasing Order Processing A 4 Appendices As your staff become more and more familiar with 4 Sight Fax it will soon become very obvious what an immensely powerful productivity tool it is If you wish to extend the number of users on your network with access to FAX it couldn t be simper J ust purchase an additional user licence pack They are available in 10 or 50 user packs for both Macintosh and Windows clients Dongles are used to licence your use of software and enable the configuration number of users and number of channels that has been purchased Please refer to Chapter 1 for information on installing dongles If your network has both Macintosh and PC Windows users then 4 Sight Fax can be extended to provide a complete desktop fax service for your Windows clients PC Link requires a network link between your Macintosh and PCs a shared data space for instance a Novell Netware server and a Post Office PC This allows Windows users to send and receive faxes in the same way as
39. Problems Print Dialog Problems 4 Link Problems Sending Problems Integration 4 Sight Fax Operating Guide Appendices Installation Problems Fax Switcher Problems 4 Sight Fax Operating Guide Client Troubleshooting The Installer informs me that need System 6 0 4 or later to Install 4 Sight Fax must be installed on a disk that has a System folder When you launch the Installer it examines one of the mounted disk volumes If this disk happens to be one without a System folder i e a removable cartridge or a floppy disk it will report that you must have System 6 0 4 to proceed Actually 4 Sight Fax runs under any System higher than 6 0 4 and all you have to do is switch disks to your boot drive To do this please follow the steps below 1 Click the Customize button 2 From the Customize screen click the Switch Disk button until the drive with the System folder appears 3 Click the Easy Install button This returns you to the initial screen 4 Click the Install button My virus checker reports an intrusion during Installation The Installation program sometimes writes to system resource forks This is also what viruses do however the Installer is not adding a virus to your system Your virus checker is designed to disallow or notify you about writes to resource forks You must disable all virus checkers before using the Installer Holding down the modifier key does not invoke the FAX print command The currentl
40. Sent or they are Rejected within a fax shot Faxes manually deleted will not be automatically archived and for any faxes to be archived the deletion option must also be enabled Fonts appear in italic in Setup Fax Fonts If a font is appearing in italic in Comms Server Setup Fax Fonts pop up menu then this means that either the printer or the screen font is missing The best test for which one is missing is to go into Key Caps and if the offending font appears then the printer font is missing and if it doesn t then the screen font is missing Can t select Direct Postscript Printing Setup Printing Problem in selecting Direct Postscript Printing may be due to odd printer driver selection e g the Laser Station causes this problem this is used for multi sheet feeder for LaserWriter printer IIf switch to normal print driver there is no problem selecting Direct Postscript Printing Printing to multi sheet feeders from 4 Sight Fax Some printers have the capability of having an additional sheet feeder attachments To ensure the fax software can print to additional cassettes the printer in the Chooser must have the PPD setup for the correct option for example on the Apple 16 600 laser printer the option Cassette 500 sheets Installed and preferred must be set This should mean the fax software will print to the cassette tray in preference to the main paper tray Server Troubleshooting D 8 Appendices Retrospect and 4 Si
41. Sight Fax Operating Guide Server Functionality Automated In Bound Routing The Handshake protocol drop down menu provides the following options amp Tone ESF This is the way the modem communicates with the routing hardware According to different environments which may involve Analogue lines Digital lines PBXs etc different options need to be selected however in most cases this will nearly always be configured to A Tone which isthe default The Recognize n digits drop down menu is configured to recognize the number of digits parsed through by the local exchange This number will always be the same For instance at 4 Sight s UK office the number routed by the local exchange is always 11 digits 01202 758444 regardless of whether it is a local call 758444 a national call 01202 758444 or an international call 44 1202 758444 Therefore to set this number it is necessary for you to know how many digits are passed from your local exchange normally area code number This number should be set to the same number as the Route on last n digits drop down menu except when it is necessary to route on a range of numbers that are not the last numbers of the call but a range in the middle For instance if using the above example 4 Sight needed to route on 7584 this menu would be configured for 9 digits and the Route on last n digits menu would be set to 4 digits The Route on last n digits dro
42. The 4 Sight Fax gateway will extract the two editable fields present on this form and place them on the cover page transmitted with the fax QuickMessenger does not support clipboard attachments with messages and consequently there is no Clipboard button in the message window 10 11 Faxing Via QuickMail File Print Save Delete And Spell Buttons No Styled Text Support Default Priority Names Mailcenter In Addresses Always Listed Selected Address Book Doesn t Match QuickMail No Public Icon Ask For Password On Open 10 12 Send Progress Integration None of this functionality can be replicated with QuickMessenger and therefore these buttons are not present Neither QuickMessenger or the QuickMail Gateway Architecture support styled text consequently the message window does not support the specification of style information There is no method for 4 Sight to obtain the names of the priorities as configured by the administrator for a particular Mailcenter Consequently we display the default set of names that QuickMail is configured for on a new installation There is no method for 4 Sight to find out what Name and Mailcenter you are currently logged in as Consequently in all addressing dialogs the full Name Q Mailcenter format is used instead of just Name if the name is of an address on the same Mailcenter as yourself There is no method for 4 Sight to find out what your currently selected Addr
43. To create an Address you use the following command New Address for string persons name of string postal address at string fax telex number urgency small integer urgency default Normal 25 by small integer destination class default Fax 1 delaying until integer transmission delay default None Result Address new address record Again all the bits in brackets are optional You would normally however specify the for and at parts The urgency field specifies how urgent itis to send the message that this address will be attached to The valid range of values are 0 through 100 The default value is 25 which matches Normal in QuickMail and Non Urgent in Microsoft Mail 4 Link and PC Link 100 matches Urgent in all client interfaces For users who are used to using QuickMail the following values match the other QuickMail priorities Bulk 0 Important 50 ASAP 75 Here is an example of the New Address command set addr to New Address for David Townend of 4 Sight at 01202 761666 urgency 100 The Addresses property of the Message contains a list of Address records To add a new Address to the list of zero or more existing addresses you use the following sequence set Addresses of msg to Addresses of msg amp addr The reason that the Addr bit is enclosed in brackets is that the amp command joins two lists together and we need to convert our newly created Address
44. Troubleshooting C 14 Appendices Quarterdeck Mail cover page selection with enclosures Sending from Quarterdeck Mail to Comms Server uses the cover page selected in the Gateway configuration However if an enclosure is added which was previously faxed to disk which also contains cover page information then this is the cover page which is used and NOT the one selected in the gateway configuration If enclosure is normal text then the gateway cover page is used 4 Sight Fax Operating Guide Appendices Server Troubleshooting Server Troubleshooting 4 Sight Fax Operating Guide D 1 Server Troubleshooting Appendices D 2 4 Sight Fax Operating Guide Appendices TROUBLESHOOTING Technical Support 4 Sight Fax Operating Guide Server Troubleshooting If you experience any problems that you cannot rectify from reading the manual 4 Sight offer direct software support during normal working hours to those customers who have returned their registration card Worldwide except North America and J apan available 9 30 am 5 00 pm GMT Tel 444 0 1202 758400 Fax 444 0 1202 758444 ISDN 444 0 1202 769570 Telex 41434 FSIGHT G Internet technical support four sight co uk WWW http www four sight co uk North America and J apan available 8 00 am 5 00 pm Central Time Tel 1 515 221 3000 Fax 1 515 224 0802 ISDN 1 515 222 0177 Soft Solutions support for 4D Fax External Soft Solutions Inc
45. Use the PPD Maker QD GX Print Driver using this printer driver creates an electronic version of the document rather like Acrobat 2 When this document has been created drag and drop it onto the Fax Draggin The Fax Draggin knows how to understand QD GX PPD documents The Fax Draggin will convert the file into a FAX file and launch 4 Link or QuickMail etc so that the user can address and send the fax 4D print dialog apparently showing corruption There is a conflict with Assistant Toolbox v1 2 The symptom of this problem is that the Print Driver does not work when used from the 4D API at the Print Dialog when OK is pressed the dialog appears showing the text such as This Doc cannot be printed on the printer E The buttons Print Later and Don t Print appear selecting Don t Print seems to let things recover This happens even when the Fax Print Driver is selected from the Chooser and a manual print done from 4D i e does not depend on the API The solution is to remove Assistant Toolbox 4 Sight Fax Operating Guide Appendices Integration 4 Sight Fax Operating Guide Client Troubleshooting Fax driver is not compatible with QuickDraw GX If System 7 5 s QuickDraw GX is running our fax software will not work since our printer driver isn t compatible this is up to version 4 0 Notifications It has been noted that some application may have difficulty in displaying 4 Sight Fax notification win
46. a disk that has a System folder When you launch the Installer it examines one of the mounted disk volumes If this disk happens to be one without a System folder i e a removable cartridge or a floppy disk it will report that you must have System 6 0 4 to proceed Actually 4 Sight Fax runs under any System higher than 6 0 4 and all you have to do is switch disks to your boot drive To do this please follow the steps below 1 Click the Customize button 2 From the Customize screen click the Switch Disk button until the drive with the System folder appears 3 Click the Easy Install button This returns you to the initial screen 4 Click the Install button My virus checker reports an intrusion during Installation The installation program sometimes writes to system resource forks This is also what viruses do however the Installer is not adding a virus to your system Your virus checker is designed to disallow or notify you about writes to resource forks You must disable all virus checkers before using the Installer am having trouble communicating with some fax machines As there literally hundreds of different types of fax machines out there it is impossible to be compatible with them all Please contact the remote site which you cannot connect to ask them which type of fax machine they are using Then contact the modem manufacturer to find out if he is aware of problems when communicating with this type of machine Fail
47. applications Allows you to specify a range of pages to convert Select the From box by clicking it and then type the number of the first page to be converted Press the Tab key to move to the To box and then type the number of the last page to be converted To convert a single page type the same page number in both boxes To convert all pages of a document click on the AII radio button Specifies how the file is processed 4 Sight Fax Operating Guide Client Functionality Sending A Fax File allows you to save the document to disk in fax format so that it can be sent later or combined with other documents You will be prompted for a name to save the output fax file Server via 4 Link allows you to send the document in fax format using the 4 Link desk accessory If the 4 Link option is grayed out either the Server is not currently active or selected or 4 Link has not been granted access to the Server Refer to Server Connection in the Configuration section Server via QuickMail Optional only appears if installed Allows you to send the fax using the standard CE QuickMail addressing facility See Chapter 10 Server via Quarterdeck Mail Optional only appears if installed Allows you to send the fax using the standard Quarterdeck Mail addressing facility See Chapter 12 CoverPage This pop up menu allows you to choose a cover page that will be sent with your fax The checkbox determines whether a cover page is us
48. are using is already making special use of the Option key Use Fax Switcher to select an alternative hot key 7 4 4 Sight Fax Operating Guide Client Functionality Page Setup Paper Orientation Reduce or Enlarge Font Substitution 4 Sight Fax Operating Guide Sending A Fax If you were previously using a printer other than the LaserWriter hold down the 4 Sight Fax modifier key and select Fax Setup from the File menu This window allows you to alter the page setup or confirm the default settings by clicking OK 4 Sight Fax Page Setup Paper SUS Letter A4 Letter O us Legal 5 Letter Reduce or Printer Effects Enlarge E Font Substitution Drientation Copyright 1990 1996 4 Sight plc The Page Setup dialog box may not accurately match the one illustrated as some applications offer extra facilities The features shown appear with most applications Click the button that matches the paper size you wish to use These paper sizes emulate the LaserWriter paper sizes exactly N B With Laserwriter 7 it is not possible to print more on an A4 page with LW8 Unfortunately the fax driver does not fax this size 4 Sight Fax does not support A3 faxing This feature is compatible with the standard LaserWriter settings Documents with mixed orientation cannot be faxed separately or combined after saving separated pages as a fax enclosure first Type any percentage of reduct
49. be notified of messages in the Message Queue Chime f selected a distinctive audible alert will sound when there is an item in either queue for your attention Flashing Icon f selected the Apple Menu icon will alternately flash with the 4 Link notification symbol Note Window If selected a dialog is displayed indicating an item for your attention has arrived either a report back from the server on the progress of an outgoing fax or that an incoming fax has arrived The default setting is for all three options to be selected Startup Preferences 3 User Preferences Q Startup Prefs v Startup Options Login Later Login Automatically 8 Login Manually O Open 4 Link on Startup L Ask for password on open Public Name 8 Use default public name O Choose public name at startup QuickFax Options Display Send Message window O Display Address Book 6 16 4 Sight Fax Operating Guide Client Functionality Startup Options Login Later Login Automatically Login Manually Open 4 Link On startup Ask For Password On Open Public Name Use Default Public Name Choose Public Name At startup QuickFax Options Display Send Message Window 4 Sight Fax Operating Guide Client Installation and Configuration When selected the user is not logged in at startup The user will be prompted to login when they try to access the fax server When selected the user is automatically logged in at startup
50. by choosing a new log every DAY WEEK or MONTH It is now possible to store the first line of the address field by selecting the company checkbox in the ACCOUNTING Setup 2 21 Comms Server Heference 2 22 Server Functionality The information held in the log file is chosen by checking the boxes Reference Date amp Time From To Company Name Subject Number Page Std Pages Fine Pages Total Duration Device Type Device Name Priority A unique reference number relating to the transaction Date amp Time the message was processed Sender s name Recipient s name First line of address field from Address book Subject of the message Telephone number of the remote device Number of pages sent standard quality Number of pages sent fine quality Total number of pages sent Length of time devices were connected Model type of the device used Name of the device used Priority of message 0 25 z Standard 0 50 z Important 0 75 ASAP 1 00 z Urgent Custom fields for information on configuration of custom fields please refer to Chapter 5 Custom Fields 4 Sight Fax Operating Guide Server Functionality Comms Server Reference Archiving firchiving Configuration Incoming Outgoing O Enabled Rrchive In New sub folder every Week Month Incoming Outgoing Selects which archive to configure Enabled This controls whether the archiving option is enabled or not In order f
51. end painting programs Most desktop publishing programs allow placement TIFF graphic files When importing a TIFF file into a desktop publishing program the file remains separate Its location is saved for use during printing Do not delete a TIFF file once it is placed in another program TIFF files may be converted to Macintosh text files by Optical Recognition programs OCR such as a TextBridge When viewing a fax in the viewer a 72 dpi resolution image may be save to the clipboard by selecting Copy from the Edit menu This image can then be pasted into another application Anti Alias Viewing A this item allows you to clearly view a fax on screen at 72 dpi converting it from the original fax at 200 dpi Forwarding A 4 Link Received messages may be forwarded to other Users on the network To Message forward a received fax 1 View the fax using the 4 Sight Viewer as described in this section 2 Click the Forwarding icon found along the left side of the Viewer window Ei The following dialog is displayed Incoming Recipient Details For the attention of Richard Turnbull Message Sub Apologies for absence 4 Sight Fax Operating Guide 8 7 Receiving A Fax Client Functionality 3 The original subject of the message is displayed Enter a new message name if you wish 4 Enterthe name of the person which the fax will be forwarded 5 Click the OK button to forward the fax If you have an E Mail system i
52. faxes from your desktop Simple to use drag and drop faxing Fax documents from any Macintosh application 256 grayscale faxing enhanced quality Automatic notification of transmission Delayed send for reduced cost faxing Comprehensive accounting and archiving Multiple customizable cover pages Automatic retry if number busy Automatic or manual printing of received faxes Server expandable from one to 12 channels 50 to 600 pages per hour Third party product integration Applescript 4D WebSTARTM E Mail compatibility QuickMail Quarterdeck Mail Microsoft Mail Optional PC Link Windows client software Seamless compatibility with major OCR packages lt NEW gt Automated inbound routing direct to desktop NEW Security user log in and privileges NEW Customizable billing fields NEW Server based address book NEW Optimized for fax broadcasting xvii 4 Sight Fax Overview 4 SIGHT TERMINOLOGY f Y d xviii Throughout this manual you will see the following terms 4 Sight Fax is the name of the fax system Comms Server is the name of the 4 Sight Fax Server application The server application handles the faxes created by the users and sends them via a fax modem When a fax is received Comms Server converts it into a usable Macintosh format and then alerts the appropriate users that a fax has arrived 4SFax Administrator this application must be ke
53. from the Member List simply select and re click the Add button returning them to the User List These correspond exactly to the User Privileges section described above 3 17 Security Server Functionality If a user is a member of a Group and has different privilege setting N for each then the privileges that are used are those associated with the Public name that the user has selected If the user has selected their user name or alias as their public name then they will be assigned their user privileges If they are using their Group name as Public then their Group privileges will apply In Bound Routing These options relate to 4 Sight Fax s Automated Inbound Routing functionality and correspond exactly to the User In Bound Routing options described above Therefore it is possible to assign a group of users a single In Bound routing number All Group Members will receive notification of any faxes received on this number and they maybe printed to the selected printer Default Group Setup This menu option displays a similar dialog to the New Group dialog allowing the Administrator to setup a default template for all new groups created by the New button in the Group Setup dialog The 4SFax Administrator utility may be secured from a server and N client perspective All Comms Server functionality maybe secured using the Server Security option under the Comms Server Setup menu Access to 4SFax Administrator from 4 Link is secured through t
54. have to re enter the administrator password to make further changes In previous versions of 4 Sight Fax the Security option under the N Setup menu in Comms Server provided a level of security associated with users as well as the server This menu option now is concerned solely with securing Comms Server and user security is dealt with under the Security Setup option under the Setup menu On installation an application called 4SFax Administrator is installed on both client and server machines This is the utility provided to configure and administer users and groups This may be handled from either the client or server machines However it must initially be accessed from Comms Server so that users may first be setup and secondly configured with Administrator privileges allowing configuration from client machines To access from Comms Server select the Security Setup option under the Setup menu 3 5 Security Server Functionality To access from user machines select the Security Setup option under the 4 Link menu 4 Link Rbout 4 Link Security Setup The Security Setup option under the 4 Link menu is only available if the logged in user has the Administrator access to server privilege enabled New Open Close Save Save As Edit View Refresh Address Book Preferences Select All Logout Page Setup Print Quit After selecting Security Setup the following splash screen
55. is displayed as 4SF ax Administrator is launched Copyright 1989 1996 4 Sight plc All rights reserved Administrat WARNING This computer program is protected under copyright law and international treaties Unauthorised reproduction or distribution of this program or any portion of it may result in severe criminal penalties and will be prosecuted to the maximum extent possible under law 4SFax Administrator displays the following menu options amp File Edit Users Groups 3 6 4 Sight Fax Operating Guide Server Functionality FILE MENU Disable User Logins Disconnect Users Quit 360 Disable User Logins Disconnect Users 4 Sight Fax Operating Guide Security This menu option lets the user Disable User Logins Disconnect Users Quit the application This option ensures that no unconnected users may login to Comms Ser ver This may be useful during a period of administration or configuration After selection to enable users to login again re select the same option which has toggled to Enable User Logins Enable User Logins Disconnect Users Quit 360 This option displays the following dialog which allows the administrator to disconnect all connected users after a configurable time has elapsed This may be used in conjunction with the aforementioned Disable User Logins to enable to the administrator to work on the server Disconnect all users from this server in s
56. off messages without having to access the address book However if you wish to add the recipients details to the address book all you need to do is to enable the checkbox besides the Add to current address book Alternatively if it is necessary for you to access the address book click the 4 Sight Fax Address Book and the following windows will appear as in previous versions 4 Link Rddress Book Address List Control Destination List Address Name 4 Sight FAX 4 Sight plc 4 Sight plc 4 Sight plc Tom Foster 4 Sight iSDN Current Address Book 4 Sight Address Book Select the destination s for the fax and click OK and the QuickFax message window will appear see above Fill your message and perhaps add an enclosure then click send 4 Sight Fax Operating Guide Client Functionality Sending A Fax Monitoring The You have just sent a fax message to the Server queue to be processed and Progress Of Your 4 Link you wish to keep track of its progress select the 4 Link desk accessory and Fax the Message Queue window is displayed outgoing queue control buttons 4 Link setup button buttons i 4 Sight Message Queue for Sales Control Setup CN 3 m 5 2 s y ES 9 29 PS El Ls New Edit ieh Hold Release Resend Reject Delete Refresh Addres Prefs ee Pos Type Date 1 Chris Beck UKNSales Eng DBas
57. outlines produce smooth curves no jaggies on the output at large point sizes Another useful product for users who want to send text that is rotated is TypeAlign This product uses the features of ATM to produce the highest possible resolution for fax transmission Typically products such as MacDraw and Quark Express allow the user to rotate text within the application The final output when using these intrinsic features of those applications is limited to 72dpi By using TypeAlign the user has the ability to insert rotated text in any application and get the best available quality fax transmission In the normal day to day operation of sending faxes from the Macintosh the need for full PostScript support is not required The standard 4 Sight Fax system faithfully reproduces drawing operations that appear on your screen as an outgoing fax B 5 Hints and Tips Appendices EPSF The above mentioned applications can create Encapsulated PostScript Files GENERAL DISCUSSION Fax Today EPSF which can be imported into desktop publishing DTP packages such as Quark Express or Aldus PageMaker to produce very intricate graphics Whereas DTP packages do not inherently need PostScript support to image an EPSF at full resolution a PostScript device is needed When faxing documents that include a wide variety of PostScript elements i e EPS graphics rotated or circular text it is recommended that you save the document as a PostScr
58. send to Postal Address string postal address Phone Number string fax telex number Priority small integer message priority default 25 Destination small integer address class default Fax 1 Delay integer transmission delay default none 0 The only required property in an address is the PhoneNumber this is the telephone number that the Fax Server will dial to connect to the remote fax machine Creating a New Message The format of the command used to create a new message is as follows New Message from string who is creating this message about string what is the message about with cover page small integer which cover page to use default none Result Message new message This command returns a new message record to which you can add some addresses cover page comment text file enclosures etc and send to the Fax Server for transmission If you want a blank Message record you just use the command New Message all the extra bits in brackets are optional Here is a fully fledged example set msg to New Message from Ed Morey about AFC Bournemouth with cover page 1 If you do not specify the from portion of the command then the name specified in the Sharing Setup Control Panel will be used see the Username command below also 4 Sight Fax Operating Guide 13 7 AppleScript Creating Some Addresses to Send Faxes To Putting it all together 13 8 Integration
59. the MailBridge it is important to understand the various configuration options available The QuickMail Server is a system extension which runs when the server machine is started It is controlled by a special user interface application QuickMail Administrator QMA For the server or any other MailCenter to operate QMA must be running and handling the MailBridge the concepts described in this paragraph are explained more fully in the QuickMail Administrator s manual You MUST install all MailBridges onto the Mail Server but you can decide to handle them elsewhere on the network using a second QMA application The following examples explain the possible configurations 9 3 QuickMail Server Integration Integration Single Machine Configuration QuickM Server ail Admin amp Comms Server SS n 5 E Merten he mr In this configuration the QuickMail Server QuickMail Administrator and Comms Server are all installed onto a single Macintosh Machine Requirements System 7 8 MB RAM 9 4 4 Sight Fax Operating Guide Integration Multi Machine Configuration System Requirements 4 Sight Fax Operating Guide QuickMail Server Integration QuickMail Server Qu ckMail amp Administrator QuickMal Administrator Comms Server 5 p This configuration requires two machines The machines do
60. the Pick Server command is to check that a Fax Server represented by a Server record is running on the network To perform the check you need to use the Pick Server command without it displaying the server picker dialog Again if the server is not found on the network the Network Address property will be zero set serv to Pick Server using Current Server without picker if Network Address of serv is O then the server can t be found on the network ask the user set serv to Pick Server using serv end if if Network Address of serv is not O then only if a real server was found do we proceed end if The opposite command to Current Server is Use Server this changes the users 4 Link server selection and consequently the value returned by Current Server the next time that it is used Here is a routine to check that the user s current selection is valid if not it asks the user to select a server and unless they cancel the selection sets it as their new default 13 11 AppleScript Integration on CheckServer set foundServer to true check to see if we can find it without asking the user set serv to Pick Server using Current Server without picker if Network Address of serv is O then not found time to ask the user set serv to Pick Server using Current Server if Network Address of serv is not 0 then user Picked the server for us make it the default Use Server serv else user hit the cancel but
61. the names and fax numbers Import Address Lists If you wish to load addresses from an existing database simply import the data into a text format file with the following fields NAME gt FAX NUMBER gt ADDRESS gt TYPE Where TYPE is always Fax this entry speeds up opening of large address books Each field should be separated by a TAB and each record should end with a RETURN The new file you create can be loaded into Comms Server as a new address book Large address files may take a while for the address book to index all entries If you are importing a large address book file greater than 100 N items it is advisable to sort the entries BEFORE importing them 4 Link will open them more quickly as it does not have to perform the sort function itself 2 26 4 Sight Fax Operating Guide Server Functionality Comms Server Reference Selecting Address Books To choose a new address book click the Address Book icon and select an existing address book or the text file you have exported from another application To create a new address book click the New button and enter a name for the book You will then be presented with a blank address book list to start a new list The default 4 Sight Address Book file is stored in the Preferences Folder and is called 4 Sight Server Address Book Imaging Imaging Configuration Number of Gray Scales E Reject Gray Scale Fakes This option defines how faxes are im
62. the user sill get the above dialog where it is possible to select the user name Client Installation and Configuration Client Functionality After selecting the login name the user is presented with the login dialog E Please login to your 4 Sight FAX Server User Details Suzanne Blakey Currently Selected Server It is possible to select an alternative login name by clicking the name button In multi server environments it is also possible to select a different server by clicking the Currently Selected Server button it displays the aforementioned Message Server Selection Dialog The user may then enter a password if configured by the administrator to access 4 Link If no password is required or the correct password is entered then the 4 Link DA window is displayed Control Setup gt Len m9 PA Fr FW BASEA a a gt ES ls UY New Release Resend Reject Delete Refresh Address Prefs Outgoing Queue Pos To Subject From Type Date Status 1 Chris Beck UK Sales Eng DBas Charles Ridley Fax 2 9 94 5 46 pm Rejected 2 Ashutosh Vaidya 4 Sight Fax Sally Norris Fax 2 9 94 11 21 am Max Retries 3 Ashutosh Vaidya 4 Sight Fax Sally Norris Fax 2 9 94 3 02 pm Max Retries 4 Emma 4 Sight Map Jason Taylor 6 9 9412 55pm Max Retries 5 Evelyn SCII Franc URGENT TerriGamble Fax 6 9 94 6 51 pm Max Retries 6 Peter Your order PS O5 Sally Norris Fax 7 9 94 3 06 pm Max Retries 7 Cliff Wea
63. this entry speeds up opening of large address books Each field should be separated by a TAB and each record should end with a RETURN The new file you create can be loaded into 4 Link as a new address book Large address files may take a while for the address book to index all entries If you are importing a large address book file greater than 100 UN items it is advisable to sort the entries BEFORE importing them 4 Link will open them more quickly as it does not have to perform the sort function itself 4 Sight Fax Operating Guide Client Functionality Selecting Address Books Rs Address Book Groups Sending The Fax SENDING A QUICKFAX MESSAGE Displaying The QuickFax Window 2 QuickFax 4 Link FaxSwitcher 4 Sight Fas 4 Sight Fax Operating Guide Sending A Fax To choose a new address book click the Address Book icon and select an existing address book or the text file you have exported from another application To create a new address book click the New button and enter a name for the book You will then be presented with a blank address book list to start a new list The default 4 Sight Address Book file is stored in the Preferences Folder and is called 4 Sight Address Book If you wish to create a special group of recipients enter them into a new address book either by copying and pasting the text entries in the address book file with a word processor or by importing them from a database
64. to disable the header line containing your company name and fax number This determines the minimum priority of messages being handled This feature is only used when more than one device of the same class eg fax modem is to be connected to the Comms Server a multi channel system It allows you to keep a device available for urgent messages only etc If as is probably the case you have a single device connected the lowest priority level Bulk should be chosen so that all messages will be processed 4 Sight Fax Operating Guide Server Functionality Local Print Only Name New amp Delete Adding A Channel 4 Sight Fax Operating Guide Comms Server Reference If you are using an STT Fax machine then this option forces all output to be printed on the local fax machine This is useful for demonstration purposes In this field you can name the hardware device as it will appear in the left hand side of the window and also in the accounts log This function is especially useful in a multi channel system to differentiate between like hardware devices eg Modem 1 and Modem 2 These are used with a multi channel version of Comms Server to create and delete hardware devices as required If you wish to create an additional hardware device channel then click NEW If itis grayed out then you need to purchase additional channel licences from your supplier Device Setup MultiTech II 20 v 4 Sight Fax O En
65. with specifier to make sure that it is not displayed use the without specifier The display of the preview window is independent of the display of the Page Setup and Print dialogs thus you can implement the faxing operation with the only interface that the user sees being the preview window To image the fax for grayscale faxing use with to image for black and white faxcing use without 13 17 AppleScript Using Cover Page Delaying Until Storing In Automatic Printing Of A 13 18 Document As A Fax Integration To choose which cover page to use use this specifier with a cover page number The number would normally be in the range 1 though 8 unless you are using the Lite version of the 4 Sight Fax Server in which case the range is only 1 through 2 If you use a value that is out of range the Fax Server will automatically use cover page 1 If you wish the fax to be delayed then you can use this specifier followed by the time at which you wish the fax to be transmitted The date and time value is specified as the number of seconds from 1 J anuary 1904 to the time that you want the fax to be transmitted converting a Human date and time into this format is left as an exercise to the reader If you use the sending viaDisk specifier then you can use this to indicate where on the disk and with what name you would like the fax image file to be stored You can use the Get PrintResults command descr
66. your fax line tested for faults Setup Device communicates Baud setting should be 19200 regardless of modem baud rate As fax is purely bitmapped information the text on a page of fax cannot be obtained by the conventional Copy and Paste functions To extract the text Optical Character Recognition OCR software such as TextBridge has to be used to coerce the information into computer readable form TextBridge can be purchased separately from your 4 Sight dealer For this reason someone must view all incoming faxes to assign a name and subject to allow faxes to be forwarded to the correct recipient 4 Sight Fax Operating Guide Appendices Adobe Type Manager TypeAlign PostScript Faxing 4 Sight Fax Operating Guide Hints and Tips 4 Sight Fax produces high resolution text output by using the features provided by Adobe Type Manager ATM to image the outgoing fax using PostScript Type 1 fonts ATM is not supplied with the system but can be installed onto the Fax Server if required ATM generates the text from Postscript outline fonts In an outline font each letter of the alphabet is stored as a mathematical formula whereas bitmapped fonts store each letter as a pattern of dots Fonts stored as formulas take up less space in the machine s memory than bitmapped fonts and can be scaled to any size Thus there is no need to install hundreds of bitmapped fonts for all the possible point sizes In addition fonts generated from
67. 0 96 11 20 Annette Simson No problems Page 2 8 Ref 34765 23897 3 31 10 96 11 30 Joe Greaswold Area Map Failed 1 Ref 34790 23888 lt Suspended gt Fred Johnston Meeting on Friday Haiting Ref 23756 34876 Print Forward Move Delete lt p E Fax Viewer This section describes the installation and operation of the 4 Sight Fax Viewer application which allows Quarterdeck Mail users to view incoming faxes which have been forwarded to their workstations You also need to designate certain users on the network whose responsibility is to view incoming messages and then route them on to their correct recipients via Quarterdeck Mail To do this these users need to have both the 4 Link and QD desk accessories installed on their machines along with Quarterdeck Mail forwarding Using the optional Automated Inbound Routing functionality of 4 Sight Fax means that users will automatically receive faxes via Quarterdeck Mail directly to their workstation For more information on this functionality please refer to Chapter 4 12 11 Faxing Via Quarterdeck Mail Installing Fax Viewer and 1 QD Forwarding Integration Insert the Integration disk into your disk drive Drag Fax Viewer to your hard disk it may be placed anywhere Open Quarterdeck Mail Gateway Folder Drag QD Engine to System Folder When completed restart your machine The Fax Viewer application allows users to view faxes Fax Viewer
68. 1 96 When the fax is waiting it shows the date and time at which the document was sent to the Comms Server queue If the fax has failed it shows the date and time of the next retry When the fax is sent it displays the time at which it was sent Shows the status of the document The document has not yet been processed by the queue The document is being transmitted the first page out of four is currently transmitting The system has attempted to transmit the document but has failed 3 times The document has failed to be transmitted after the maximum number of retries have been attempted The document has been suspended by the Network Manager or a user and will remain in the queue until unsuspended or rejected The document has been rejected by the Network Manager The document has been successfully transmitted and is waiting for the queue to become idle so that a hard copy can be printed or deleted The hard copy has been printed The document will be removed from the queue after a period specified by the Network Manager The originator of the document The recipient of the document The subject of the document The current status of Comms Server Processing page 1 of 4 page fax The last page of a fax is being transmitted The hard copy is being printed 2 39 Comms Server Reference Server Functionality 01719871234 Dialling the number shown Connected 9600 Connection established at the baud rate shown Fax Commun
69. AIL menu 2 Select Add Recipient Define Gateivay Recipients 8 Add Recipient Recipient Name O Modify Recipient O Remove Recipient Fax Number Recipients Fax Network A Postal Address optional 3 in the name and the fax number of the recipient You can also add their postal addresses for completeness although it is optional All the details entered will appear on any cover pages that are used 4 When you have finished entering the details of a recipient click on the ADD button to add them to the mail system 5 Repeatsteps 3 and 4 until you have added all your global address book entries When you have finished close the Gateway Recipients window IMPORTANT Do not forget to create the special gateway recipient called FAX NETWORK and enter for its fax number IMPORTANT Now for each of the QD Mail clients that require faxing capabilities you need to create a user within the 4SFax Administrator with the same name as their QD Mail account 11 16 4 Sight Fax Operating Guide Integration Faxing Via Quarterdeck Mail Faxing Via Quarterdeck Mail 4 Sight Fax Operating Guide 12 1 Faxing Via Quarterdeck Mail Integration 12 2 4 Sight Fax Operating Guide Integration FAXING VIA QUARTERDECK MAIL Sending Faxes Via Quarterdeck Mail Sending A Quarterdeck Mail Note As A Fax 4 Sight Fax Operating Guide Faxing Via Quarterdeck Mail This s
70. Address View 2 10 Server Functionality Removes item s that have finished being processed from the queue You can only delete outgoing items that have been sent or rejected and incoming items which have been viewed Items which meet the criteria mentioned will be automatically deleted after the period specified in the Queuing Setup menu Allows you to suspend the processing of document s indefinitely Allows you to re enable the processing of document s after it has been suspended This allows you to print an additional copy of a selected queue item one of which has already been printed Message Information sad Status to David Coombes Bele 18 3 96 4 59 PM of Bizarre tne Pages 1 Bloomfield Road States Sent LONDON O Sespended 0171 387 5456 Subj sabes Figures From Chris Tresen cal Ow 7 Displays the address details for any outgoing faxes which may be edited Views selected queue item s 4 Sight Fax Operating Guide Server Functionality Comms Server Reference Setup Menu This menu allows users to select Device Device Seu Queuing Queuing 6 Server Security Security Setup Security Setup mme N Printing Server Security Accounting Archiving Accounting Server Address Book Archiving Imaging Fax Fonts Cover Pages Server Address Book
71. Charles Ridley Fax 2 9 94 5 46 pm Rejected 2 Ashutosh Vaidya 4 Sight Fax Sally Norris Fax 2 9 94 11 21 am Max Retries 3 Ashutosh Vaidya 4 Sight Fax Sally Norris Fax 2 9 94 3 02 pm Max Retries 4 Emma 4 Sight Map Jason Taylor Fax 6 9 94 12 55 pm Retries 5 Evelyn SCII Franc URGENT TerriGamble Fax 6 9 94 6 51 pm Max Retries 6 Peter Your order PS 05 Sally Norris Fax 7 9 94 3 06 pm Max Retries 7 Cliff Weatherall 4 Sight Broadcast Charles Ridley Fax 7 9 94 4 38 pm Rejected 8 Cliff Weatherall 4 Sight Broadcast Charles Ridley Fax 7 9 94 5 16 pm Rejected n 2 ed Mitche isit ta th E 9 94 8 26 n Max Retrie Incoming Queue To Subject Size Status Yorick Phoenix NY Reg II 2pgs 103K Fax Printed Yorick Phoenix NY Requiremen 7pgs 208K Fax Printed Printed lt Unknown gt Unknoy n 1pgs 12K Fa Unknown UnknolMA gt 2pgs 53K llnbromen gt nas ZO Es sizing bar incoming queue reverse sort button grow bar This window displays the outgoing queue in the upper portion of the window and the incoming queue in the lower Users have the option of viewing the status of just their own fax messages or may have the privileges to view faxes for all users To show all users click the checkbox in the server preferences dialog if enabled 4 Sight Fax Operating Guide 7 21 Sending A Fax Client Functionality Queue Window Controls New Opens a new message window Edit
72. Default User Setup 3 12 Export User List 3 13 Import User List 3 13 User Setup 3 9 4 Sight Fax Client E 3 4 Sight Fax Configuring Gateway 11 12 4 Sight Fax Print Driver xviii 10 4 4 Sight Fax Server E 4 4 Sight Fax System xix 4 Sight Terminology xviii 4 Talk xviii 1 12 E 4 4th Dimension Developers Kit A 4 4 Sight Fax Operating Guide Index A Account Chasing A 4 Accounting Setup Menu 5 3 Additional User Licences A 4 Address Book Selecting 2 27 7 19 Administrator 3 3 Password 3 4 Administrator Access To Server 3 10 Adobe Type Manager 1 16 Anti Alias Viewing 12 20 AppleScript 13 3 Creating A Message 13 6 Overview 13 4 Customization 13 4 Links 13 4 Scriptable Applications Databases 13 4 WebFax 13 5 Printer Management 13 14 Sending A Message 13 9 Setting The Server 13 11 Support 13 3 The QuickFax User Interface 13 12 AppleShare Network 9 5 AppleShare Server E 9 Automated Inbound Routing 4 3 Handshake Protocol 4 7 Hardware 4 4 Configuration 4 4 Overview 4 3 Software Configuration 4 5 1 3 Index B Bitmapped Information B 4 Broadcast Faxes 3 11 C Checking 1 14 Checking Fonts 1 14 Choosing A Server 13 9 Client 4 Sight Fax E 3 Client Installation 6 3 Files Installed 6 4 4 Background 6 5 4 Link 6 4 4SFax Administrator 6 5 4 Sight Fax Print Driver 6 5 4 Talk 6 5 Fax Draggin xviii 6 5 Fax Switcher xviii 6 5 Minimum Machine Requirements 6 3 Client Installation and Configuration 6 3 Client Softwa
73. IA QDMAIL 4 Sight Fax Operating Guide Faxing Via Quarterdeck Mail 1 When alerted by Quarterdeck Mail open the DA Mailbox for Ed Morey YT Subject Received Ell Ed Morey Incoming fax 5 Nadine Mollot Bonjour Tue Feb 8 EJ Ed Morey Prisma Order Thu Jan 28 Test Fax Address From MM Thu Jan 28 Test Fax Address Test From MM Thu Jan 28 TEST FAX ADDR TEST FROM MM Thu Jan 28 Mailbox 6 Messages O Sent Mail 0 Messages a C Wastebasket 2 Messages Reply Forward Print Move Delete Read 2 You will see a message from Comms Server with an enclosure The enclosure is the received fax file Incoming fax From Ed Morey Kpt Date Mon Oct 31 1996 6 57 PM 1 43684 55807 Subject Incoming fax To Ed Morey its File s 1 43684 55807 This message has an attached fax image that was received by Comms Server Use the Enclosure button to save the file to disk and open it using the DropViewer utility Ku Reply Forward Print Move Delete 3 E 12 15 Faxing Via Quarterdeck Mail Integration 3 Retrieve the enclosed file onto your hard drive Enclosures D 1 43664 55607 Total Enclosures 1 files 14K enclosed En Desktop Y Eds World Eds World BS 77 48384K available Dev Kit manual pa _save_ Save file as Bone 1 43684 55807 TITA 4 Double click on the enclosed file and this w
74. Imaging Fax Fonts Cover Pages Device SS Device Setup Ben Type MultiTech II amp ZDH v Enable Outgoing 4 Sight Fax Enable Incoming retries s Retry every 5 minutes Configuration Inbound Routing Minimum Priority of messages O Local Print Only Delete Name 4 Sight Fax 4 Sight Fax Operating Guide 2 11 Comms Server Reference Server Functionality Type This pop up menu is used to select the type of hardware device which is connected to the Comms Server modem port Once the appropriate selection has been made the system knows which communications settings and command set to use Enable Outgoing By selecting this checkbox you enable the processing of outgoing messages in the Comms Server queue If this option is not enabled then files are still placed into the queue window but are not transmitted Enable Incoming selecting this checkbox you enable the processing of incoming messages in the Comms Server queue If this option is not enabled then the device will not answer incoming calls This option is not available on certain devices Max Retries This defines the number of times the system will retry sending a document if a failure for whatever reason occurs If after the specified number of retries the document has still not been sent then a failure message will be passed back to the originator Retry Every n Minutes r
75. Network Manager manual Click OK to sign in Quarterdeck Mail Server Integration Integration Now run the Gateway installer application which you copied into the 4 Sight THE GATEWAY Fax folder INSTALLER Gateway Installer Current Mail Server Server Name 4 Sight gt Server Serial 12345678 Gateways Installed on This Server Name ID when Installed Gateway Server 1 From the Gateway menu choose Install Gateway 2 Select the appropriate gateway file and click OK to confirm the gateway details For fax you would select the file 4 Sight Fax GW and click Install 3 Quit the Gateway Installer The Gateway is now installed but still requires configuring Access Gateways If you have multiple Quarterdeck Mail servers on your network you only need to install the FAX gateway onto one of them The others need an ACCESS GATEWAY installed onto them in order to give users access to the FAX system ey Access Gateway Installing an Access Gateway is a two stage process 1 Extract the Access Gateway from your own server 2 Install it onto the other mail servers 11 8 4 Sight Fax Operating Guide Integration Quarterdeck Mail Server Integration Extracting An Access 1 Run the Gateway Installer application Gateway 2 Select the gateway that you want to make available to users on other Mail Servers on your network Gateway Installer Cur
76. OREWARE 5586115510 marem MUT EE ED 4 You will then be able to manipulate the message using the following tools 4 Sight Fax Operating Guide 10 19 Faxing Via QuickMail 10 20 Integration Zoom In the magnifying glass allows you to zoom in on particular section of the fax Select the magnifying glass and click on the area to be zoomed Zoom Out this option allows you to zoom out to see a larger amount of the page in your window Select the icon and click on the desired area The zoom level is displayed in the bottom left hand corner of the viewer window standard full size is 10096 The range available is 2596 to 40096 Invert this function allows you to invert flip upside down the entire document This is used for occasions where a fax has been received upside down Next Page click this icon to view the next page in the document Previous Page click this icon to view the previous page in the document Go to Page this function allows you to view a specified page within the document Clicking the icon displays the following dialog Page to display 1 to 6 Type the number of the page you wish to view Forwarding this tool allows you to add a descriptive title to the received document and forward it via mail it to another recipient 4 Sight Fax Operating Guide Integration 4 Sight Fax Operating Guide Faxing Via QuickMa
77. Scale Faxes 2 28 Grays B 4 Group Privileges 3 17 1 6 1 7 Hardware Installation Single Channel Comms Server 1 5 Hardware Maintenance C 4 D 4 Hardware Reference F 3 Hints and Tips B 3 Things To Be Aware Of B 4 Grays B 4 Landscape Faxes B 4 Things To Do B 3 Imaging 1 15 Import User List 3 13 In Bound Routing 3 11 3 18 Installation 1 5 1 7 1 10 Hardware 1 5 Serial Cards 1 8 Installation System 7 1 16 Installation and Configuration 1 3 Installing Fax Server Software 1 9 Fax View 10 15 QM Forwarding 10 15 Installing System 7 1 or later 1 16 L Landscape Faxes B 4 Installation Problems C 5 4 Sight Fax Operating Guide M MailBridge 9 3 Configuring 9 8 Installing 9 6 Manually Routing Faxes Via Quarterdeck Mail 12 13 Minimum Machine Requirements 1 9 Minimum Network Configuration 1 3 Modem Functionality F 4 Modem J argon B 8 Modem Reference Table F 6 Modems Connecting 1 5 Multi Channel Comms Server 1 7 N Network xix O OCR B 4 OCR Link 12 18 Order Processing A 4 P Packing List xx PC Link Windows Client A 4 Piority Faxes 3 11 PostScript Faxing B 5 Preferences 3 8 Logging Out 6 18 4 Sight Fax Operating Guide Index Name Preferences 6 12 Alias 6 14 Login Name 6 13 Outgoing 6 15 Password 6 14 Public Name 6 15 Notification Preferences 6 15 Incoming 6 15 Method 6 16 Outgoing 6 15 Personal Fax Number 6 16 Server 6 10 Server Preferences Connection Method
78. Server Functionality 2 Assigning the PICT file to a cover page profile Profile1 New Fax Header 3 Positioning the automatic text fields Format 4 Sight Fax Operating Guide Comms Server Reference Select COVER PAGES from the SETUP menu Then select the PROFILE button you wish to assign and choose the appropriate PICT file you have just created Repeat this process for other cover pages if applicable To remove a specification of a new cover page file hold down the option key while clicking on the appropriate profile button Select the relevant COVER PAGE profile from the EDIT Menu and the cover page background PICT fie is displayed with the text fields superimposed Pagur Pager Petencos Rahaa Pac No Pas Hueber Commu Tua Sebet Subject AL gt aside bo dise Tur Te A Each field can be selected either by clicking on it or by selecting its icon from the left hand side of the window the icon definitions are on page 5 You may select multiple fields by shift selecting several items or you can select all fields by using the SELECT ALL command in the EDIT menu By clicking and dragging on any field you can reposition each of them in turn on the background PICT They can be moved around the screen using the UP DOWN LEFT amp RIGHT arrow keys Using the arrow keys while holding down the COMMAND key you can resize the box in the appropr
79. Sight Fax Transmission Receipt From Tech Support Fax Date Mon 8 Jul 1996 11 33 am Subject REJ gt Desktop Your Fax to Tech Support Fax Was rejected because it contains gray scale images and the fax server has been configured to only allow black and white images Forward Move Print Delete 3 5 When the fax has been addressed click this button to send the fax In version 3 of Quarterdeck Mail there are two useful extensions to the system Firstly users can have their own Personal Address Books allowing you to type in all the numbers you commonly use Secondly the system adds all one off addresses to your Quarterdeck Mail personal address book 4 Sight Fax Operating Guide Integration Faxing Via Quarterdeck Mail Address Window By clicking the ADDRESS button the Address Mail window is displayed The left hand side of the window shows a list of recipients These may be made up from server based entries configured by the network administrator or a combination of both Define Account Members Type Find Name ind Name Names or Choose Names Account Members Fax Network 4 Sight Fax Dave Kitson QD Mail Server Jamie Cox QD Mail Server Rich Burkitt 4 Sight Fax Tony Bushnell 4 Sight Fax Matt Hammond QD Mail Server If the name of the desired recipient appears in the list then simply select the name and click on the
80. TM o 4 SIGH T 4 Sight Fax Operating Guide UK Office Telephone 44 0 1202 758400 Fax 44 0 1202 758444 ISDN 44 0 1202 769570 E mail technical_support four sight co uk US Office Telephone 1 515 221 3000 Fax 1 515 224 0802 ISDN 1 515 222 0177 September 1996 4 Sight Fax Operating Guide Copyright O 1995 1996 4 Sight plc All rights reserved 4 Sight Fax Comms Server Fax Draggin Fax Switcher 4 Link 4 Talk and 4 Sight are trademarks of 4 Sight plc All other trademarks are acknowledged as the property of their respective owners Reproduction of this guide or any part of it by any means without the permission of 4 Sight plc is expressly forbidden and may result in civil or criminal prosecution ii 4 Sight Fax Operating Guide ABOUT THIS OPERATING GUIDE 4 Sight Fax Operating Guide This document describes 4 Sight Fax product and consists of the following sections Overview Introduction to 4 Sight Fax and a Packing List Server Functionality Describes how to install and configure 4 Sight Fax software on the server This information can be found on page 1 1 Client Functionality Describes how to install and configure 4 Sight Fax software on the client machines This information can be found on page 6 1 Integration Describes how you go about setting up and using E Mail systems to send faxes and integrating 4 Sight Fax into other applications using AppleScr
81. The QD Engine extension allows users to manually forward fax messages via Quarterdeck Mail QD Engine 12 12 4 Sight Fax Operating Guide Integration Faxing Via Quarterdeck Mail 1 Select INCOMING GENERAL NOTIFICATION in the 4 Link Notification MANUALLY ROUTING preferences FAXES VIA QUARTERDECK MAIL 2 When alerted by 4 Link open the 4 Link DA and view the incoming message by double clicking on it new messages are marked as unknown and are at the top of the incoming queue J 1 52608 58773 a FAX INTERNATIONALE HA A NL LIE ICO Mii ES FACSIMILE FROM MOREWARE 5552115210 MUR ERA AA TO Tr Ala cdi rr 3 Click the Forwarding Tool HE Incoming Recipient Details For the attention of Richard Turnbull Message Subject Apologies for absence 4 Sight Fax Operating Guide 12 13 Faxing Via Quarterdeck Mail Integration 4 Typein the name of the recipient and the fax subject 5 Click on the MAIL button and you will be asked to confirm that this message should be forwarded to the appropriate user Quarterdeck Mail O Send alias of file If the Mail button is grayed then you need to install the QD Engine extension into your system folder The incoming message will then be sent to the recipient as a file enclosure with a Quarterdeck Mail message 12 14 4 Sight Fax Operating Guide Integration VIEWING A FAX RECEIVED V
82. User Printing This enables users to have their incoming faxes received on their personal fax number printed to a selected printer Choose Printer When clicked this displays the following dialog RppleTalk Zones Please choose a printer Admin Bournemouth 3M Rainbow Gamma Quadrant Personal LaserWriter Thinwire LaserWriter Pro 630 Neutral Zone Cine x This allows the administrator to select a personal printer associated for each user for their incoming faxes Notify User By This drop down menu allows the administrator to configure how the user receives notifications for their incoming faxes Quarterdeck Mail QuickMail The QuickMail and Quarterdeck Mail options may be used in conjunction with the mail gateways that are included with 4 Sight Fax and are discussed in Chapters 9 and 11 Default User Setup This menu option displays a similar dialog to the New User dialog allowing the Administrator to setup a default template for all new users either created by the New button in the User Setup dialog or through the Import User List option as explained below 3 12 4 Sight Fax Operating Guide Server Functionality Import User List Export User List 4 Sight Fax Operating Guide Security This allows the administrator to import a list of users which may have been exported from a different application or prepared in spreadsheet When clicked it displays the following filepicker allowing the
83. Yorick Phoenix JPM NY Requiremen Printed Unknown Unknown E n Printed Unknown Unknown 2pgs 53l Fax 8 9 94 3 59 pm Printed Anas ZOK Eav 2 9 94 3 54 nm Printed The 4 Sight Message Queue window appears Received messages are listed in the bottom window The incoming queue display includes the following information the person department to whom the fax is addressed the short title used to describe the content of the message indicates the number of pages in the document and the amount of memory used by the received message the type of message received this shows the date and time the message was received this shows the whether the fax has been printed received etc 8 3 Receiving A Fax Viewing A Received Fax 2 lel Bl Client Functionality Select the item in the incoming queue that you wish to examine and click the View button or double click the item This displays the fax in a special viewer window 133608 58773 FAX INTERNATIONALE Hell 8 BIS 8 N PACSIMILE FROM MOREWARE 5556115510 This window displays each page of the received message The icons the left side of the window offer control over the presentation of the display Zoom In the magnifying glass allows you to zoom in on particular section of the fax Select the magnifying glass and click on the area to be zoomed Zoom Out this op
84. a machine designated as the fax server This machine does not have to be dedicated to this task although it is recommended Comms Ser ver then processes the faxes and sends them to the fax modem which is attached to the server machine by means of a serial cable one end of which connected to an available serial port on the Macintosh the other connected to the computer interface on the fax modem The modem then dials out connects with the remote fax machine system and transmits the fax When completed a message is passed back from the remote fax machine to the fax modem then to the Comms Server and finally to the workstation alerting the user that the fax was transmitted successfully 4 Sight Fax Operating Guide xix 4 Sight Fax Overview Please check that you have the following items PACKING LIST 1 4 Sight Fax box contents comprises a Software Disks i 4 Sight Fax Server ii 4 Sight Fax User iii 4 Sight Fax Extras iv 4 Sight Fax Integration b 4 Sight Fax manual C QuickRef Guides d Dongle e Serial Cable Type E f Product Registration Card Software Disks and Please read the software licence agreement in the licence envelope and Product Registration ensure that you accept the terms and conditions outlined The licence Card envelope contains your master software disks You are allowed to make ONE backup copy of each disk which must be clearly marked with the 4 SIGHT Copyright message Please complete and return the reg
85. able Outgoing O Enable Incoming Max retries Ey Retry every s minutes Configuration Inbound Routing Minimum Priority of messages O Local Print Only Name 4 Sight Fax 2 15 Comms Server Reference Server Functionality Configure this new channel in an identical fashion to the first EXCEPT THAT IT MUST BE DIRECTED AT A DIFFERENT SERIAL PORT To do this click the Configuration button and select a different serial port for each channel If you require further serial ports contact your supplier for a 4 Sight approved Serial card If further channels are assigned to the server you must increase N its memory allocation by 300K per additional channel To do this quit the application select it choose GET INFO and then type in the new memory allocation in the current size box Queuing Queue Configuration Incoming Outgoing E Enabled Incoming Folder E Allow access via 4 Link Delete completed items after Bl hours Incoming Outgoing Selects which queue to configure Enabled The Queue checkbox controls whether or not Comms Server displays items in the queue and therefore is a software master ON OFF switch It is useful to usethis feature to suspend processing when maintenance is being carried out 2 16 4 Sight Fax Operating Guide Server Functionality Comms Server Reference Folder This specifies which folder Comms Server looks at for items to be
86. ables them to access their own code book if allowed and the server based code book if setup Send Message Destination List Name Address 4 Sight Boston Enclosures Tz Number of files enclosed 1 we Enclose Jason Taylor Cover Page Message Subject Legal Fees Dear Jason Contacts Vs Address Options Public Name x Use cover page Fine Resolution Urgent Private Delay None Legal Billing Control Send Lawyer FROM BOOK Client FROM BOOK Case S6759Y The user accesses their own code book and server based entries by clicking the Code Book button This displays the user code book Ter tom Femi Code Book a si a s Leda Pride Lair Pie pinar ia Fila Coates Pat Ferret Si Cece IDEE Carr Local Cade Deck A E Cade Back 5 13 Custom Fields 5 14 Server Functionality This code book interface is almost exactly the same as the Server based code book editor bar some color iconic buttons In addition the functionality for server and client code books is exactly the same so please refer to the above section for more detailed information for manipulation of code books Server based codes are prefixed with a In this example the Lawyer and Client Fields must have codes inputted from the server and therefore no local entries exist for these fields However the Case field is enabled
87. administrator to select the file they want to open En Desktop Y The Script The Script JARA Desktop loads of fax More 2 Security A The Bridge The format for the list is ASCII tab delimited text The components of the list are discussed in the following section Importing and Exporting Notes IMPORTANT Before importing a new user list please export your existing list for back up purposes if required as importing a new list overwrites the existing one This allows the administrator to export the user list in ASCII tab delimited text format After selecting the menu option the following dialog is displayed En Desktop Y The Script The Script E fippleScript JARA ClarisWorks File Converter Desktop Export to text file This allows the administrator to select where they would like to save the file and what they would like to name it 3 13 Security Server Functionality Importing amp Exporting The format for the user list is as follows Notes User Name Unique user name used for login purposes max 1 characters User or Group defined by the letters LI or G Printer Name printer name max 31 characters The user s name alias name Method of Notification see below Third Member of Group For user records only fields 1 3 and 4 are mandatory If a field entry is illegal then the Import User List function will ignore the characters In ad
88. aged by the server If the B amp W option is selected then any color information in the documents received from the workstation will be ignored If you wish to have a better representation of color documents then you need to select either 16 or 256 levels of gray The effect of doing this is illustrated below Using grayscale imaging has two penalties 1 it takes longer to image the fax before it is sent 2 the fax will take longer to transmit as there is more information contained in the image file 4 Sight Fax Operating Guide 2 27 Comms Server Heference Number of Gray Scales Reject Gray Scale Faxes Setting The Comms Server Memory Allocation 2 28 Server Functionality This pop up selects the levels of grays to imaged Number of Gray Scales PATUIT The default setting is B amp W This option is only available if B amp W is selected If selected any faxes sent to be imaged in Gray Scale in the 4 Sight Fax print driver will be automatically rejected A message saying that Gray Scale is not enabled will be sent to the client If unselected any faxes set to be imaged as Gray Scale will be imaged but only in B amp W There is no notification back to the client If you select either 16 or 256 levels of Gray you will be advised that Comms Server needs more memory how much depends on the number of Gray Scales you have selected There is not enough memory available for Comms Server to perform Gray Scale imagin
89. aggin icon Before continuing with the faxing via the 4 Link DA section this useful utility is discussed The 4 Sight Fax Draggin icon created during installation is located on your hard drive You can make aliases of the file anywhere Double click the 4 Sight Fax Draggin icon Select Always show configuration first to display this dialog every time you use the Fax Draggin Select Always show print dialog to display the selected applications print dialog box before creating the fax Some applications require this option to be set for faxing to operate correctly Select a destination 4 Link Automatically creates the fax and encloses it before displaying the 4 Link Address dialog Quarterdeck Mail Automatically creates the fax and encloses it before displaying the Quarterdeck Mail Address dialog QuickMail Automatically create the fax and encloses it before displaying the QuickMail Address dialog File Automatically creates the fax and displays the standard Macintosh Save File dialog to name your file 4 Sight Fax Operating Guide Client Functionality Using The Fax Draggin 4 Sight Fax Operating Guide Sending A Fax 5 Select Cover page and choose a selection from the pop up menu 6 Select Grayscale if you are using fax color or grayscale documents 7 Select Fine Resolution to increase the resolution of the fax from 200 x 100 dpi to 200 x 200 dpi advisable if sending small text or graphics 8 Selec
90. ally altered to suit To move any column heading hold down the OPTION key and drag the heading to its new position SHIFT OPTI ON drag moves multiple columns 4 Sight Fax Operating Guide 7 23 Sending A Fax Outgoing Queue Status From To Subject Type Date Status Waiting Imaging Imaged Prep x y Page x y Failed 3 Max Retries Suspended Rejected Sent 7 24 Client Functionality Pos Position this shows the position of each fax in the Server queue The Server processes fax on a first in first out basis i e position 2 is processed before position 5 Priority faxes are inserted into the queue before non priority ones the originator of the document the recipient of the document the subject or title of the document type of message sent the date and time at which each document was sent to the Server queue or the time of the next scheduled retry indicates the status of each document the document has not yet been processed by the Server the document is being imaged converted into a format suitable for the fax modem the document is ready for transmission the header information is being added to the indicated page the x page out of y pages is currently being prepared i e 1 4 first page of four the document is being transmitted the x page out of y pages is currently transmitting 1 4 first page of four the system has attempted to transmit the document but has faile
91. an application Files will be faxed in the order that they appear in this list The Remove button allows you to edit the list Click Done when the list is complete The display changes to reflect the number of enclosures selected If you are running apple System 7 5 then the Enclosures button N is drag aware This means that when the New Message window is open on the desktop it is possible to drag in supported file types to be enclosed with this fax from the Finder 4 Sight Fax Operating Guide Client Functionality Cover Page Urgent Fine Delay Address Public Name Custom Fields The 4 Link Address Book 4 Sight Fax Operating Guide Sending A Fax This pop up menu allows you to specify the cover page format you require this overrides the selection made in the print dialog 4 Sight Fax allows up to 14 different cover page designs Covers pages are assigned and set up by the network administrator Choose the Profile you desire If this box is checked the fax will be processed ahead of standard priority faxes if the user has the relevant privilege Allows you to choose the resolution of the fax If Fine is not checked documents are sent in Standard resolution 200 x 100 dpi If Fine is checked the fax will be sent at 200 x 200 dpi Fine resolution is recommended for Landscape Gray Scale or small text documents Allows you to specify when you want the fax sent If this checkbox is not
92. as a user in 4SFax Administrator 13 3 AppleScript Overview 13 4 Integration The principle of this benefit of this complementary software is to increase the flexibility of 4 Sight Fax by enabling you to modify your existing 4 Sight Fax product to fit the requirements of your own specific working environment without the need of hiring expensive and time consuming programming resource This may be done in two ways 1 Customization of the standard 4 Sight Fax client software An example of this will be using the AppleScript API to set up specific Drag and Dropplets The 4 Sight Fax Draggin is provided as part of the standard 4 Sight Fax package This is a desktop icon enabling desktop faxing through Drag and Drop i e drop your document on the Draggin and all the work is done for you the user just needs to select a fax destination and if necessary include a cover page message The AppleScript API enhances this functionality as specific addresses and even cover page text may be set up for multiple Fax Draggins or Drag and Dropplets so that the user just drops documents on the relevant Dropplet and they are transparently enclosed addressed and sent 2 Creating links between other scriptable applications for instance databases Databases an example of using the 4 Sight Fax Developer AP to link 4 Sight Fax to scriptable applications is in the use of databases For instance a database such as FileMaker Pro or Now Contact w
93. ate a new user in 4SFax Administrator using the same name for each QuickMail user that is allowed the faxing privilege 9 13 QuickMail Server Integration Integration 9 14 4 Sight Fax Operating Guide Integration Faxing Via QuickMail Faxing Via QuickMail 4 Sight Fax Operating Guide 10 1 Faxing Via QuickMail Integration 10 2 4 Sight Fax Operating Guide Integration FAXING VIA QUICKMAIL Sending Faxes Via QuickMail Sending A QuickMail Note As A Fax 4 Sight Fax Operating Guide Faxing Via QuickMail This section describes the methods for sending a fax via QuickMail It assumes that you have installed the standard 4 Sight FAX and QuickMail workstation software Open the QuickMail DA and create a message in the normal way al FROM Suzanne Blakey TO David Coombes cc BCC Subject Time 1 155 1 55am OEE AEE MENG Sales Figures 1996 Dear David Thank you for visiting me yesterday The information you left will make interesting reading You can then address this QM message to a special fax recipient or multiple recipients If you wish you may also enclose files of the correct format along with your QuickMail note making up a multiple message Please refer to the following pages for details of suitable file formats to enclose Faxing Via QuickMail Printing Faxes Via The Fax 10 4 Print Driver Integration IMPORTANT If you are u
94. ax Line Server Once the hardware configuration is complete and DTMF tones are made available to the 4 Sight Fax server it is possible to start to configure the 4 Sight Fax software for automating inbound routing The instructions below assume that 4 Sight Fax has been installed and configured according to Chapter 1 1 With your Macintosh shutdown please attach the 4 Sight Fax Automated Inbound Routing dongle and restart Launch Comms Server 2 Access the Device dialog from Comms Server Setup menu 3 Anew button should be visible Inbound Routing for the fax device that has that capability 4 5 Automated In Bound Routing Server Functionality Saprasonic 3348 Y E Emante C3 Emente Incoming Mon Retry evers s minutes ar Commenscations _ Configuration Inbound Routing Minimum Priority of messages nme Br Pret Namo gat Font This button will appear gray if a modem driver is selected from the drop down menu that does not support DTMF tone parsing 4 Click on the Inbound Routing button which displays the following dialog Pl Bestias Configuration O enable inbound Routing Wandssake protocol Recogaise w digits Route on lost 5 ts E The check box Enable Inbound Routing is the on off switch for inbound routing when it is checked the rest of the dialog becomes configurable 4 6 4
95. ax Device 9 6 4 Sight Fax Operating Guide Integration QuickMail Server Integration Bridge 4 Sight Fax HRRD DISK 5 Inthe Bridge Pop up list select 4 Sight Fax 6 Click OK Name FAH Bridge Gateway 4 Sight Fax None Q Clear log every Send log every 1 days Configura Cancel 4 Sight Fax Operating Guide 9 7 QuickMail Server Integration Integration 7 Click on the Custodian button Select the custodian MailCenter 4SIGHT 3 Ed Morey 8 Choose your on line MailCenter and select your own name You can later allow someone else to be responsible for the MailBridge if you wish 9 Click Configure You will see a dialog box like this one F A X Copyright 4 Sight plc All rights reserved Queue Folder Qutgoing Folder Resolution Standard O Fine O Always send receipts ve Sight Fax is a trademark of Sight UK The configuration of each MailBridge is described in the next section 9 8 4 Sight Fax Operating Guide Integration Additional MultiMachine Configuration 4 Sight Fax Operating Guide QuickMail Server Integration If you are running the QuickMail Server and Comms Server applications on separated machines you must also carry out the following procedures 1 On the QM server machine select Configure QMA in the File menu QM Administrator Configuration Communications Toolbox installed 3 Outgoing only ignore call
96. ax Operating Guide Server Troubleshooting Garbled text missing scan lines or bar coding at the end of an incoming fax If the bottom inch or so of each received Fax page is scrambled this may be due to the serial port baud rate having been set incorrectly the baud rate between the Macintosh and the modem Most modems with Comms Server application Setup Device Communications should be set up with a baud rate of 19200 NOT 9600 and XOn XOff flow control for most modems some such as the Flex Fax use RTS CTS The quickest and easiest way to reset baud rate and handshake correctly is to select a different device from the pop up menu and then reselect the original device On sending faxes a modem timed out waiting for data error may occur Also check which port on the Macintosh you are using It is recommended to either use the built in Modem Port or a supported serial card You cannot use the Printer Port for high speed communication as generally it will not cope with bulk data reception at speeds greater than 1200 baud Incoming faxes appear corrupted It is not recommended to use the SmartLink M4F modem for receiving incoming faxes as this modem is extremely susceptible to other activity on the server machine This can lead to corruption of incoming faxes For direct printing automatic printing of faxes using a Level 2 PostScript printer and selecting Direct Postscript Printing from the Printing configuration d
97. axes each day Obviously this is very variable and assumes standard text transmissions not worst case graphics And if everyone sends ten page faxes then it goes down to thirty users sending three faxes Of course this also assumes that Comms Server is transmitting as fast as possible If the machine is slow then it may spend some of the time imaging before it can send it While the fax device starts sending the imager processes the next fax E 5 Technical Reference Transmission Rates Multi Channel Configurations Dedicated Server E 6 Appendices The transmission rate is also affected by other applications that the computer is running If other applications take up a lot of processor time or don t handle co operative multi tasking well Comms Server will be affected Comms Server is designed to continue in these circumstances as best it can but it may cause the current fax to take longer to send Often the worst case is when a user is active on the machine and using the menus This causes the computer to stop processing applications but Comms Server will endeavor to keep the transmission active For maximum throughput don t run any more than you have to on the server For serious multi channel operation at least a 68030 machine large hard disk 8MB of spare RAM is essential The emphasis of this section has been on getting best throughput For systems used in a small office say ten to twenty occasional users Comm
98. ay Server on the same Macintosh The connection will be lost and forgotten every time the machine is rebooted due to the fact that the Quarterdeck Mail Server Application is launched after the Gateway Server Extension has loaded D 17 Server Troubleshooting Appendices Quarterdeck Mail 3 6 with 4 Sight Fax 1 3 If upgrading to QD mail 3 6 then you need to check that you have also installed the new QD 3 6 gateway software it is not installed by default There are two parts one is a system extension which is still called MS Mail GW but is v 3 6 the other is gateway installer which is an application although this may not be necessary which allows you to install the 4 Sight Fax gateway You may need to go into the Chooser and reselect your mail server with QDMail and MS Mail GW both are Chooser extensions if you get a warning that you are about to start work off line Within the QD Mail client when you are logged on as Network Administrator under the mail drop down menu there is a gateway sub menu which has four options Configuration Connection times which should not be set to always but set to only at selected times and then select all times Both 1 and 2 have an update button Account 4 Recipients of which there must be one called fax network to enable D 18 Comms Server status enquiries There is also a server setting option under the mail menu which had an update button this will resta
99. bidden Zone Gamma Quadrant Neutral Zone If you are using a direct connection to Comms Server then this option will not be available and the button will be grayed This checkbox determines whether users view just their own items in the outgoing and incoming queues or whether all queue items are displayed Thenetwork administrator may configure the availability of this privilege for individual users under the Security Setup option 6 11 Client Installation and Configuration Client Functionality Name Preferences 6 12 3 UserPreferences 3 Login Name Dave Kitson Password Change Password Product Specialist Public Name Dave Kitson Product Specialist The user name which is assigned to each user is shown to the right of the name button If it is necessary for you to alter your login name click on the login button and the user login dialog appears To select the user name that you require click the name button once more The name selection dialog appears which allows you to select the appropriate name 4 Sight Fax Operating Guide Client Functionality Login Name 4 Sight Fax Operating Guide Client Installation and Configuration On clicking the Name button users are presented with the Name Picker Please select a user Administrator Brett Craigmile Claudine Peet Ed Morey Helen Brown lan Adkins John Harvey John Baird Kim Hedley Louise Muirhead Roger Brittain Suzanne Blakey Te
100. bove dialog a single lawyer has been selected and the Relate button clicked double clicking on a reference also automatically displays the related codes There are two related Clients and two related cases therefore within the user code book selection of codes is greatly reduced and simplified by the ability to display codes related to an item The name of the Field from which the reference has been selected to check for related codes is underlined in red by re clicking in this Field the whole code book reverts to viewing codes in unrelated format again 5 9 Custom Fields Server Functionality Creating Related Codes To create related codes simply click the New button and input reference and code for more than one field Edit Codes Margaret Sills 123452 Lawyer Karine Chanot 738590 Petty Theft 00008 Client If the administrator needs to setup new related codes and some of uN the components already exist rather than clicking the New button and re inputting details that already occur in the code book the codes that already appear are simply selected first Then the New button is clicked to display the Edit window with this code information displayed This is useful for quickly relating two or three previously unrelated codes or adding and relating a new Case to an already related Lawyer and Client Code Books This button allows the administrator to import a code book when clicked it displays the following filepicker
101. cations This specification and its implementation was the impetus behind the fax explosion within the office equipment market place Essentially the specification provides for a data communication rate over analogue telephone lines of 9600 baud This means that the average transmission time for an A4 page of information will be 30 seconds A number of fax suppliers quote transmission times of 15 seconds these times are achieved using proprietary white space skip routines between two faxes of the same type and does not include machine handshake Strongly linked with Group 3 is the Group 2 standard which obviously preceded Group 3 This standard is much slower than Group 3 but quite a number of machines were sold particularly in the United States The essential difference between Group 3 and Group 4 facsimile is that the scanned data is not converted into analogue signals for transmission The data rates that can be achieved are much higher in fact up to 64 KBaud To utilize this speed the Group 4 facsimile machine has to be connected to a Kilostream or ISDN 2 telephone line In consequence Group 4 fax machines are only used by major corporations in a closed user group environment Hints and Tips Fax Modem Jargon CCITT V 17 V 29 V 27ter V 27 V 32 V 32 bis T 30 T 4 Class II TR 29 B 8 Appendices British Approvals Board for Tele communications The UK approvals body for telecommunications devi
102. ces Comite Consultatif International Telegraphique et Telephonique International communications standards committee 14400 Baud standard protocol used for fax communications 9600 Baud standard protocol used for fax communication 7200 Baud standard protocol used for fax communication 4800 Baud standard protocol used for fax communication 9600 Baud standard protocol used for fax communication 14400 Baud standard protocol used for fax communication CCITT specified protocol used for fax machines to negotiate with each other CCITT specified protocol used for the transmission of fax data Standard protocol used to control fax modems from a computer this standard is not a firm standard hence the need for 4 Sight to provide specific drivers for individual makes of fax modem 4 Sight Fax Operating Guide Appendices Client Troubleshooting Client Troubleshooting 4 Sight Fax Operating Guide C 1 Client Troubleshooting Appendices C 2 4 Sight Fax Operating Guide Appendices TROUBLESHOOTING Technical Support 4 Sight Fax Operating Guide Client Troubleshooting If you experience any problems that you cannot rectify from reading the manual 4 Sight offer direct software support during normal working hours to those customers who have returned their registration card Worldwide except North America and J apan available 9 30 am 5 00 pm GMT Tel 444 0 1202 758400 Fax 444 0 1202 758444
103. ct the relevant cover page profile and the cover page background PICT file is displayed with the text fields superimposed in the Cover Page Editor ista p 1218127 ron Fra Pages Pager d Reina Dopet Sabict t bie Faz Mo Pas _ _ ____ x Comas Ta to Date Auto entered from the internal calendar Time Auto entered from the internal clock 2 5 Comms Server Reference Server Functionality Number of page Calculated by the server From Auto entered from 4 Link preferences Do Recipient Auto entered from the address book E Fax number Auto entered from the address book o Address Auto entered from the address book Subject User entered from the message window wu Reference Auto entered by the server Comment User entered from the message window E Company info Auto entered from the company information Custom fields Currently disabled custom fields Configuration of custom fields located in Chapter 5 Custom Fields X 2 6 4 Sight Fax Operating Guide Server Functionality 4 Sight Fax Operating Guide Comms Server Heference Custom fields Currently disabled custom fields Configuration of custom fields located in Chapter 5 Custom Fields Custom fields Currently disabled custom fields Configuration of custom fields located in Chapter 5 Custom Fields Personal Fax Number The co
104. d IQDMail GW QD Mail 3 1 supports the cpu cache virtual memory and 32 bit addressing All versions prior to this version need all these options turned off AppleShare 3 0 and versions of QuickMail Administrator earlier than 2 6 are not compatible Contact Apple or CE Software for more details and upgrades AppleShare and System 7 Personal File Sharing impose a great overhead on the machine The effect of this overhead can be to hinder the efforts of Comms Server to send and particularly receive faxes In general we do not recommend using Comms Server on a file sharing machine If the usage is light then it may be acceptable A symptom of heavy network traffic is a reduction in incoming fax quality caused by loss of incoming fax data bytes The FlexFax modem may have problems when dialling telephone numbers over 22 digits long Circuit Research Corp have a fix for this but if you haven t needed it so far you probably won t need an update E 9 Technical Reference Appendices E 10 4 Sight Fax Operating Guide Appendices Hardware Reference Hardware Reference 4 Sight Fax Operating Guide F 1 Hardware Reference Appendices F 2 4 Sight Fax Operating Guide Appendices Hardware Reference This section describes the various hardware devices supported by 4 Sight HARDWARE Fax their capabilities and any specialist setup requirements REFERENCE All modems require a connection to the Macintosh the telephone line and
105. d button in 4 Link and is more likely to occur if a large fax is being sent To resolve this problem it is recommended to upgrade to Empower version 4 1 2 or later This may also generate an error 1279 4 Sight Fax amp ATM There is a potential conflict between 4 Sight Fax and ATM software which can affect both Comms Server and 4 Link client machines This conflict results in the machine freezing on the user environment this usually occurs when the user hits the Send button in 4 Link and is more likely to occur if a large fax is being sent It is recommended to upgrade to ATM version 3 6 or later to resolve the problem 4 Sight Fax amp Virex There is a potential conflict between 4 Sight Fax and Virex software which can affect both Comms Server and 4 Link client machines This conflict results in the machine freezing on the user environment this usually occurs when the user hits the Send button in 4 Link and is more likely to occur if a large fax is being sent There is a work around to resolve this problem which is that if the Check for HyperCard Virus option is turned off in the Virex Control panel everything seems to work OK Don t move the 4 Link DA out of the Apple menu folder as this upsets the 4 Link Menu icon You can t move the 4 Link DA out of the Apple menu folder as this upsets the 4 Link menu icon If you move it out of the Menu Items folder the fax software can t find it anymore as it doesn t know where to find it
106. d 3 times the document has failed to be transmitted the maximum number of times permitted the document has been suspended by the user or by the administrator and will remain in the queue until manually unsuspended or rejected the document has been rejected This could be due to a user rejecting the fax because the fax contains fonts not installed on the server or because the server has been configured to reject grayscale faxes the document has been successfully transmitted and is waiting for the queue to print a hard copy if enabled or deleted from the queue after a period specified by the administrator 4 Sight Fax Operating Guide Client Functionality Manually Changing The Status Of Items In The Queue View Suspend Reject Delete Cancel OK 4 Sight Fax Operating Guide Sending A Fax You can examine and change the addressing information of any of the faxes that you have access to which are not currently being processed in the queue You can manually suspend and or completely delete unprocessed faxes These actions are done through the Message Information and Status dialog To access the Message Information and Status dialog double click the fax message line in the outgoing queue that you wish to examine change or select the entry and then click the Edit button Message Information and Status Recipients Details Message Details Name Fred Mitchell Subject Pages From Lyndon Stickley
107. d locate the position of the fax queue folder in the 4 Sight Fax folder 5 Choose whether you require standard or fine transmission of mail messages that are sent directly from Quarterdeck Mail instead of using the 4 Sight Fax printer driver Fine print takes longer to transmit but gives better quality results 11 12 4 Sight Fax Operating Guide Integration Gateway Connect Times 4 Sight Fax Operating Guide Quarterdeck Mail Server Integration 6 You can restrict messages to 4 Sight Fax to a selection of users on your network You do this by using Gateway Accounts which are described in more detail on page 11 15 If you would like everybody to have access to the 4 Sight Fax system without the extra administrative overhead of maintaining gateway accounts then leave the Access By Account Members Only checkbox unchecked 7 Before closing the window you must remember to click the UPDATE button otherwise the changes will not be applied You can specify the times at which the gateway can connect the Quarterdeck Mail Server to the Comms Server effectively the times at which outgoing faxes will be processed 1 Select Gateway Connect Times from the Mail menu Gateway Connect Times Connect to gateway service O Never Q Always At the times selected in the chart below X Connect immediately when there is outgoing mail 12am 2am 4am 6am Sam 10 12pm 2pm 4pm 6pm Spm 10pm 2am 4am 6am Sam 10am12pm 2pm 4pm 6pm S
108. d that you perform regular housekeeping to maintain the situation BEWARE if the hard disk becomes full the Macintosh may fail Folder With this button you can select the folder into which your archives are placed When Comms Server is installed two folders named ARCHIVE IN and ARCHIVE OUT are created and set as the archive folders However the archiving feature defaults to OFF until turned on by the Network Manager If you wish to alter the archive folder click the button and specify the drop folder You can access any hard disk mounted on the Fax Server machine for example an external removable cartridge drive The Server Address The Server Address Book is created and edited by the administrator When a Book user views the Server Address Book the entries appear to be combined within their address book However Server Address Book entries are differentiated by a bullet point which appears at the left of each entry itis not possible for a user to edit or delete Server Address Book entries The Server Address book allow you to build up a list of frequently used addresses to which faxes may be sent You can maintain any number of Server Address Books Addresses can be imported from external sources such as word processing and database applications 2 24 4 Sight Fax Operating Guide Server Functionality 4 Sight Fax Operating Guide Comms Server Reference After selecting the Server Address Book menu option under the Setup menu
109. dem Work Group 3 Fax Devices Group 4 Fax Devices 4 Sight Fax Operating Guide Hints and Tips A fax machine converts a graphical image on a page into an analogue signal for transmission down a telephone line to a remote machine This remote machine then reconverts the analogue signal back into a graphical image on to thermal paper The conversion into a analogue signal is carried out by the optical scanner and it is the accuracy of this scanner that determines the quality of the transmitted signal and therefore the quality of the received image For instance if a page is not fed in correctly the horizontal and vertical lines along with any text will skew producing an unsatisfactory image at the receiving machine The fax modem works in a different way The analogue signal is created directly by the computer fax system with no need for any optical scanning This greatly improves the quality of the image The signal is then fed to the fax modem for transmission Because the original image is better than that produced by the optical scanner the received fax is much clearer When an incoming fax is received to the fax modem it passes the data directly into the computer for imaging The fax modem provides the interface between the computer and the telephone line but does none of the image processing that a fax machine does This is completely handled by the computer Group 3 refers to the CCITT specification for facsimile communi
110. der Limitations section 1 Insert 4 Sight Fax Integration disk 2 Drag QuickSender to a convenient location on your hard disk Faxing Via QuickMail Integration 3 Open the QuickMail Bridge Folder cal 4 Drag QuickMessenger to your System Folder QuickMessenger 5 Restart your machine 6 Open the Chooser and select the QuickMessenger icon Select the zone and Name Server that you normally use for QuickMail sending purposes 7 Close the Chooser Using QuickSender QuickSender is used in exactly the same way as QuickSend utility explained in the previous pages When faxing an application document using the 4 Sight Print Driver after the Print Driver has been displayed and preview if selected the user is automatically presented with the QuickSender window Enclosure button Send button Priori Fiscal riority button T button Subject field QuickSender Biz FROM Suzanne Blakey TO Rich Aston Rich Burkitt CC Gordon Fong Mes 95999 from E eA Thank you for your help Suzanne Address field Message field 10 10 4 Sight Fax Operating Guide Integration QuickSender Limitations No Dragging Of Addresses Between Lists No Delayed Sending No Form Selection No Clipboard Attachments 4 Sight Fax Operating Guide Faxing Via QuickMail This behaves similarly to the QuickSend window please refer to the previous pages for information on its functio
111. dialog Please choose a Code Book En Desktop Y The Script lt The Script E ieri Custom Fields Besktap Desktop Fax Image Folder loads of fax 5 10 4 Sight Fax Operating Guide Server Functionality Custom Fields This may assist in the setting up of codes books as typing in hundreds of references and codes can be potentially time consuming The format for a code book is ASCII tab delimited text Therefore code books may be exported from databases or edited in spreadsheets prior to being imported The format for code books will vary according to whether related or unrelated information or a mixture of both is required The diagram below displays some examples of how a code book could look when opened in a spreadsheet Unrelated codes Reference In text format the above example would appear as below Unrelated Codes Angela Dyble Tab 77745F Tab Tab Tab Tab CR Wendy Apps Tab 34520K Tab Tab Tab Tab CR Tab Tab Tab Tab Speeding Tab 5 CR Tab Tab Chris Beck Tab 66289H Tab Tab CR Related Codes Margaret Sills Tab 12345Z Tab Karine Chanot Tab 00249A Tab Petty Theft Tab 1 CR Louise Muirhead Tab 45672N Tab Tab Sin Tab 2 CR Nicola Coates Tab 47829V Tab ohn Whitley Tab 4443D Tab Tab CR Tab Tab Ed Morey Tab 22169X Tab Drunk amp Disorderly Tab 3 CR 4 Sight Fax Operating Guide 5 11 Custom Fields Server Functionality User Input This section discusses client functionality whic
112. dition if fields are left blank then the Import User List function will substitute sensible values Import and Export User List functions may only be used when accessing 4SFax Administrator from Comms Server This functionality is not available from 4 Link 3 14 4 Sight Fax Operating Guide Server Functionality 4 Sight Fax Operating Guide Security End Of Field And Record Markers End of field marker Tab End of record marker Character Return Attribute Characters To enable attributes enter a string containing the attributes you require for this user i e AD G X Allow username alias A Allow Broadcast fax B Enable In Bound Routing D Allow Full Queue Access F Enforce Group Name as Public G Allow Automatic Login L Allow Private Fax P Allow Priority Fax U Allow Administrator access X Enable in Bound Routing User Printing R User Origin Mac or PC Notification Method 4 Talk 4T QuickMail QM Quarterdeck Mail QD Password fields needs to be blank 3 15 Security Server Functionality This menu is concerned with the setup and configuration of groups of users GROUPS MENU It may be useful to group users together for the purposes of selecting a general Public Name for a set of users and also to have a single incoming fax Groups number Automatically In Bound Routing to a number of users and printing Group Setup TM to the output device in their department Group Setup T
113. dow and allows users to input recipient details on the fly 6 17 Client Installation and Configuration Client Functionality Display Address Book When using QuickF ax choosing this option displays the Send Message window but automatically opens the Address Book for selection of an existing address Logging Out To logout go to the 4 Link menu and select Logout Rbout 4 Link Security Setup Neu SEN Open 360 Close W Refresh SER Address Book Preferences Select RII When a user logs out they will NOT receive any notification messages 6 18 4 Sight Fax Operating Guide Client Functionality FAX SWITCHER CONFIGURATION Keyboard Switching 4 Sight Fax Operating Guide Client Installation and Configuration Fax Switcher is a control panel associated with the FAX Print Driver allowing you to configure how it is invoked amongst other things The Fax Switcher control panel may be accessed under the Fax Switcher menu next to finder or from the Control panel under the Apple Menu Once selected the Fax Switcher window is displayed FauSwitcher v4 X Enable Keyboard Switching Using Cmd 6 X Enable Modified Print Menu Modifier Control X Enable QuickF ax Hotkey Change Using Cntl 6 Show icon at startup About Enable System Menu O 1993 1996 4 Sight Software Ltd UK Enabling the check boxes turns the specific feature on or off If you wish to
114. dow below the control buttons displays a list of the recipients of the message Click the address section to display the address book 5 Public ij project group 3 lan Adkins O Rich Aston DEVELOPMENT 3 Suzanne Blakey 3 Roger Brittain O Rich Burkitt amp DEVELOPMENT O Tony Bushnell DEVELOPMENT 3 Simon Clark amp PCMRIL 3 Steve Coule amp DEVELOPMENT 3 Jamie Cox DEVELOPMENT 3 Andy Enefer DEVELOPMENT 3 Gordon Fong Special Find Senders Delay 8K Cancel I Click the DELAY button to select the date and time at which you wish the message to be transmitted Select date amp time to send D M Y The list on the left hand side of the window shows the basic list of users If the name of the recipient appears in the list then simply click and drag the name into the TO box If it does not appear click on the Special button and you can then create a special or temporary address for the fax to be sent Faxing Via QuickMail Integration Creating A Special Address The Create Special Address window is displayed Create Special Rddress First David Last Coombes MailCenter Zone fiddress 0171 123 4567 Bizarre Inc London 1 Enter the first and last names of the person or company to which the message is being sent into the appropriate fields 2 Ensure that the correct MailCenter name for the type of message you are sending is displayed If the MailCenter is incorr
115. dows to let you know your fax has been sent for example in front of their own application windows This can be due to memory settings or inherent design of the software the best work around is to make sure your notification options allow for a flashing icon chime and window so that you will always be made aware when an action has occurred and can then run 4 Link to check the fax queues for incoming or outgoing faxes Fax Draggin Nothing happening when dragging a file to Fax Draggin If you drag a file over the Fax Draggin icon and nothing happens the Fax Draggin is not selected you need to rebuild the desktop Also make sure drag and drop is supported on the machine Always show print dialogs option in Fax Draggin It is recommended to use the always show print dialogs option in Fax Draggin as some applications will not operate correctly without this option selected Renaming the QuickMail DA when using fax integration If you are running System 7 do not rename the QuickMail DA it must be called QuickMail and must reside in the Apple Menu Items folder Actually it must start with the name QuickMail but the first character must be Q you can not put leading spaces or other characters at the start If you call it something else then QuickSend won t work and the 4 Sight Fax Printer Driver will fail to launch QuickSend as well The 4 Link does not suffer from this problem and can be renamed if desired C 13 Client
116. e Device Setup Minimum Priority Of Fax Messages To Process 2 14 Server Functionality This tells the modem to use either the Pulse or Tone dialling when dialling out If you are not certain which option to choose select PULSE dial This option allows you to enable the modem s loudspeaker while connecting to the remote device This is useful when checking to see if the device is negotiating successfully This drop down menu enables you to configure tone detection options with each modem If you are experiencing difficulties with your telephone exchange try altering the settings Enter any prefix required to pick up an outside line on the line your hardware device is connected to If you wish to pause after dialling the initial digit while the external dialtone becomes available enter a Enter your international prefix If you then prefix any number with a the code you enter will be inserted e g 31 99 123 4567 becomes 00 31 99 123 4567 if 00 has been entered in this field Enter the number of the fax machine to which any replies to your fax message should be sent This number appears at the head of every page of fax transmitted in order to indicate to the recipient who the fax is from Enter your company name as you wish it to appear on the header line The fax number and company name both default to the entries made when you first ran Comms Server and entered your company details This allows you
117. e bit 2 4 ODEN ER 2 4 EIOSE et dl dd 2 4 SAV SE acta ra A Mr Ui m Rm 2 4 Save E ee ette es Qiu reda dia ac ea in 2 4 Page Setup etm PU e ECCL C HUNTER AUSTR x Ie E 2 4 PRE LUE ELE EL MER E E E E 2 4 ee M M CMM ot 2 4 Edit ene A E det oa A eg re eee 2 4 PP aides rag acer Sanco aaah a 2 5 Company 1 2 8 Show Clipboard so osc iss ane RP ehe een 2 9 Commands nce ko edo ee en UE Ua 2 9 Resend From Archive sre A ria QUE eed 2 9 TOS ME td cst dte atem uno 2 9 didi Cu E IE EE 2 9 avo DC el ae ees le 2 9 SCAN a a See 2 9 A E 2 9 pcm 2 10 SUSpelid ti iude ia si ever cfe eod tayo sabe 2 10 UNSUSPONG LETS 2 10 A ets A Sr Me dog ses st 2 10 Edit Address ns e eee t e reete etus 2 10 hr Mies mus 2 10 Setup Merl siia 8 dv dens eet oerte te edebat cts 2 11 Device ic i oe det oe eR DEA TR TRACER S XO Roc 2 11 Queuing 4 ez a ete eek ae 2 16 Security Features hats ci a RC RU at 2 18 Printing ct ato 2 18 Accounting eus etr es e pei eee aue EN eg de Se 2 21 Archivingaseu uere tees ERR SEN ERI E NE re 2 23 The Server Address 2 24 Imaging as a ee 2 27 FONS 332 Sotto etti A
118. e bitmap image used by the fax system If you need any further information about either Adobe Type Manager or TrueType please contact your supplier Drag the screen and printer fonts you wish to install ONTO the system folder NOT INTO IT The system will automatically install the screen fonts into the system file and the printer fonts into the EXTENSIONS folder Drag the screen and printer fonts you wish to install ONTO the system folder NOT INTO IT The system will automatically install the screen and printer fonts into the FONTS folder Please refer to the ATM instruction manual for details on how to use ATM with different versions of the system software When running the Comms Server application for the first time you were asked for your company details These were used to create a temporary cover page This is automatically sent at the front of any fax message transmitted from the system This temporary cover page can be replaced by the Network Manager creating a new one using a graphics package such as MacDraw not included The Network Manager can create up to 14 cover pages which can be selected by the User when sending a fax For details on creating cover pages please see the Comms Server reference section 4 Sight Fax Operating Guide Server Functionality Transaction Logging 4 Sight Fax Operating Guide Server Installation and Configuration When the fax system processes a document either incoming or outgoin
119. e title to the received document and forward it via mail it to another recipient 12 17 Faxing Via Quarterdeck Mail Integration 12 18 E OCR Link this tool allows you to direct the received fax image to a supported Optical Character Recognition package for processing When selected you are prompted to select the OCR package that is installed and running on your system The image will be sent to the OCR package for processing Convert into tent using e EagleEye OCR OmniPage OmniPage Pro 5 OmniPage Pro v6 Read It OCR TextBridge TupeReader Print this 4 Link menu item will printthe fax to the device selected in the Chooser You can select any range of pages to print for multi page faxes as well as specify a number of copies 4 Sight Fax Operating Guide Integration Faxing Via Quarterdeck Mail Save As this item allows you to save a received fax in one of a number of file formats When selected it presents you with a standard Macintosh file save window c Hard Disk C3 Rpplications Hard Disk O Current Jobs O System Folder C3 Utilities Save document as Select file format Cancel PICT TIFF You can rename the received fax if you wish and click the appropriate icon to choose a file format The formats available are PICT files can be opened and printed in most paint and draw programs Most desktop publishing and word processing programs allow placement of PICT graph
120. ecification can only handle data transfer at a maximum of 19200 bits per second Again you have this transfer speed redundancy on the attached modem It is very important that the modem used is a supported device otherwise performance can not be assured see the Hardware Reference section for details for supported modems 4 Sight Fax Operating Guide Appendices 4 Sight Fax Operating Guide Machines on which Grayscale faxing will work correctly Server Troubleshooting Thefollowing Macintoshes have ben tested and found to work correctly with grayscale imaging Problems may occur on these machines lisi LC LCII LCIII 475 540c 630 650 800 950 6100 6200 7100 8100 8150 9500 Macll and 840av Problems are likely to be experienced with machines with the ROMS This includes IIci s and AV s and occurs due to a problem with the ROMs D 9 Server Troubleshooting D 10 Messages Displayed Appendices Technical detail of pages sizes Resolution and PICT files used in Comms Server Comms Server reserves the first and last 24 fax pixels of each line to cope with paper alignment and different fax roll size problems at the remote end Thus the width in Fax Pixels is 1728 24 24 1680 The length of the page depends on the resolution and whether you are running a US version of the Fax Server or an International version thus A4 Standard 1140 fine res 2280 US standard 1075
121. econd method allows you to send documents and enclosures through your standard Quarterdeck Mail which was previously known as Microsoft Mail or CE QuickMail E Mail messaging system For information on QD Mail Integration please refer to Chapter 10 and Chapter 12 Creating A Fax From An As each application has its own proprietary file format it would be Application Document impossible for the 4 Sight Fax system to be up to date with all the applications on the market The 4 Sight Fax system takes advantage of the common printing interface provided by Apple to all applications to capture their output in a format suitable for fax transmission 4 Sight Fax Operating Guide 7 3 Sending A Fax Client Functionality There are two steps to creating a fax document from within your application 1 Hold down the 4 Sight Fax modifier key as specified in the Fax Switcher control panel defaults to the Option key choose Fax Setup from the File menu and verify the page settings standard file menu modified file menu Sage Save as Saee Save as print commands fax commands 2 Hold down the 4 Sight Fax modifier key and choose Fax from the File menu It is assumed that the document you wish to fax is complete and UN ready for transmission and that it has been saved always a sensible precaution If the option key does not change the menu or an unexpected N result occurs it is probably because the application you
122. ect click the MailCenters button at the bottom left of the dialog box Select the appropriate FAX MailCenter from those listed 3 Do notalter the ZONE field 4 inthe first line of the address field type the contact number of the recipient 10 8 4 Sight Fax Operating Guide Integration When Sending A Fax Transmitting Messages QuickSender Installing QuickSender a QuickSender 4 Sight Fax Operating Guide Faxing Via QuickMail The number should be the area code followed by the fax number eg 0171 123 4567 In the subsequent lines of the address field you can type the postal address if you wish This information will appear on the cover page banner line at the head of each message The message is now addressed to the person you have just designated and their name appears in the To box in the Address window You can now send the message by clicking the Send button IMPORTANT If you are using QuickMail 3 5 or later then please refer to this section The 4 Sight QuickSender utility has been developed to allow 4 Sight Fax users to send faxes via QuickMail version 3 5 or later This has become necessary because the QuickSend facility provided in previous versions of QuickMail by CE Software has been removed The 4 Sight QuickSender interface replaces the functionality provided by QuickSend as closely as possible However there are certain restrictions and these are highlighted under the QuickSen
123. ection describes the methods for sending a fax via Quarterdeck Mail It assumes that you have installed the standard 4 Sight FAX and Quarterdeck workstation software Open the Quarterdeck Mail DA and create a message in the normal way Send Note Subject Address Enclosure You can then address this QD message to a special fax recipient or multiple recipients using the method described under the Address Window section If you wish you may also enclose an appropriately formatted documents along with your Quarterdeck Mail note making up a multi page message Please refer to the Enclosure section for details of suitable file formats to enclose 12 3 Faxing Via Quarterdeck Mail Integration Printing Faxes Via The Fax Print Driver The Send Document Window Address Subject 12 4 If you are faxing an application document via the 4 Sight Fax Print Driver using Option Key faxing or the F key then select Quarterdeck Mail as the server destination from the drop down menu El server Suzanne Blakey 71006Remie in Pages BAN frome to C bray Scale d Server via Quarterdeck Mall E Fise Resolution heip O Preview File L3 Delay Nese Standard Full Page Copa rto 199 1996 FA aon Quarterdeck Mail Selected After the Fax Print Driver has been displayed and Preview selected the user is automatically presented into the Q
124. ects No Header when sending the Fax 2 36 4 Sight Fax Operating Guide Server Functionality Using PostScript Graphics On Cover Page Backgrounds WINDOWS MENU Windows Incoming Queue Dutgoing Queue Incoming Queue Window Queue Setup 4 Sight Fax Operating Guide Comms Server Reference Cover pages are imaged assuming all the information is in PICT format Several programs allow you to place EPS and PostScript graphics into a file and then save it as PICT This technique works if you are printing to a PostScript printer However 4 Sight Fax cannot interpret PostScript code The faxed result will be screen representation of the EPS or PostScript graphic elements which is less than desirable You can use cover pages that have been produced in a PostScript based authoring program PageMaker Illustrator XPress etc by converting the page into a high resolution 200 dpi PICT This can be accomplished using T Script a PostScript imaging application which is available from the following address T Script Deluxe TeleTypsetting Co 311 Harvard St Brookline MA 02146 tel 1 617 734 9700 fax 1 617 734 3974 Cover page text and graphics cannot occupy an image area N longer than a standard A4 sheet of paper 11 and cannot be wider than 8 25 When placing text headers make sure that there is enough room for 4 Sight Fax to enter the information that is placed beside these headers Also ensure that there i
125. ed or not Each cover page is assigned a name at the Server The process of creating and assigning covers is carried out by the network administrator Grayscale If you are faxing a color or grayscale document then select this option The server will then image this file as a grayscale fax The advantage of this is that image quality of the final fax is much better However grayscale faxes will take longer to image and transmit If the network administrator has not enabled the grayscale feature of the server then jobs marked as grayscale by the user will of course be imaged as black and white The effect of using grayscale is illustrated below document imaged document imaged as B amp W as 256 grays 4 Sight Fax Operating Guide 7 7 Sending A Fax Fine Resolution Preview 7 8 Client Functionality This increases the definition and quality of the fax being transmitted Standard faxes are transmitted at 200 x 100 dpi resolution Fine faxes are transmitted at 200 x 200 dpi This checkbox should be clicked if you are sending small text or graphics and also if you are using the Gray Scale option A fax will take twice as long to send in Fine mode It is advisable to use Fine when sending landscape faxes When this option is checked an on screen preview of your document as it will appear on the fax is displayed before it is sent to the fax machine The Next button allows you to view the following page s in a m
126. ed to dial Telephone Number Check the telephone number and telephone line Telephone connection was lost Check the phone connection D 5 Server Troubleshooting Server Problems Appendices The remote machine is busy or isn t answering The Comms Server will retry the connection automatically This message is for information only The telephone line is already off hook Check your phone connection Modem timed out waiting for data error Most modems within Comms Server application Setup Device Communications should be set up with a baud rate of 19200 and XOn XOff flow control it is quite common for people to change the speed to 9600 The quickest and easiest way to reset the baud rate and handshake correctly is to select a different device from the pop up menu and then reselect the original device When I launch the Comms Server application get a dialog explaining that CS INIT is not found The Comms Server application requires certain INITs or System Extensions be present in the System folder The correct items were placed there by the Installer during the Installation phase If you are using a Start up manager of some kind such as Now Utilities Start up Manager or INIT Picker etc itis possible that although the extensions are present in the System folder the manager has not been told to allow their use during start up Check the list of enabled INIT Extensions in the start up list Option Double Click to g
127. eference section for a detailed description of its features and their configuration For the system to operate the Comms Server application must be running It is quite normal for a Macintosh and modem to be left on 24 hours a day The following pages contain information regarding configuration that will further enhance your server s functionality 4 Sight Fax Operating Guide Server Functionality Further Configuration Installing Relevant Fonts Screen Fonts Printer Fonts Font Imaging 4 Sight Fax Operating Guide Server Installation and Configuration This section outlines further procedures that should be carried out by the Network Manager They are not absolutely necessary for the system to operate but need attention at some time For a more in depth discussion please see the Comms Server reference section Comms Server has sophisticated font handling incorporated into it to ensure that fonts are accurately drawn by the fax system To do this all fonts that are used on the network need to be installed on the Fax Server if they are to be imaged at the best possible resolution Most fonts comprise of two files the screen bitmap font and the printer outline font A screen or bitmap font is used by the system to draw text on the Macintosh screen It is a collection of dots and has a resolution of 72 dots per inch Itis advisable to install each screen font at up three times larger than you wish to transmi
128. egulations state this must not be more than the following If retry time 1 min 1retry If retry time 2 mins 4 retries If retry time 3 mins 6 retries If retry time gt 3 mins as many as required 2 12 4 Sight Fax Operating Guide Server Functionality Comms Server Reference Communications Connection Settings Method Serial Tool v Port Settings i Current Port Baud Rate 19200 Parity Data Bits Printer Port Stop Bits 1 y Handshake XON XOFF v when Closing Document Hold Connection This window is used to select the Macintosh serial port that is being used to connect to the hardware device Select the appropriate port usually the modem port The communications settings displayed must not be altered as they are set when you choose which device you are using Do not use the printer port it is not rated for high speed data transfer such as fax If you cannot use the modem port contact your supplier for a 4 Sight approved Nubus or PCI serial card Configuration Dial Method Tone Speaker On while Connecting v Tone Detection Dial and Busy Tones w Predial Prefix International Prefix Header Line Info Fax Number Company Name L Disable Header Line 4 Sight Fax Operating Guide 2 13 Comms Server Heference Dial Method Speaker Tone Detection Pre Dial Prefix International Prefix Fax Number Company Name Disable Header Lin
129. eir nature are designed to be and can only be used by competent computer programmers who are conversant with C or Pascal Languages or other development environments Conversely the 4 Sight Fax AppleScript Developer Kit may be used by any user who is capable of writing small amounts of AppleScript As the AppleScript language is akin to the HyperTalk language it should be possible for any competent user to make use of this kit Together with the FaceSpan ne FrontMost user interface builder it is very easy for a user to build a simple application to send faxes within a matter of hours 4 Sight s Technical Support staff will be pleased to help you with any problems you may have however we cannot write your AppleScript for you It will help us if you write the problem down stating clearly what you are trying to achieve and what is not working A simple It doesn t work will not get a fast response Due to the nature of development problems we cannot take telephone calls regarding the AppleScript interface It is always more efficient to have a written report sent via e mail Please include any sample scripts and also your telephone and fax numbers so that we can call you with information Fax 444 0 1 202 758 444 E mail technical support four sight co uk To access the faxing capabilities of Comms Server via a network N Macintosh using AppleScript then that Macintosh s Owner Name as in the Sharing Setup control panel must be entered
130. er N Control Panel installed The Switch Printer command simply asks the FaxSwitcher control panel to perform the switching for it and does not actually perform the switching operation itself If the FaxSwitcher Control Panel is not installed then the Switch Printer command will fail 4 Sight Fax Operating Guide 13 15 AppleScript 13 16 Configuring the Print Settings With Defaults Integration When the user chooses the Page Setup and Print commands they are presented with two dialogs that allow them to set their print options with regard to page size scale rotation resolution as well as the page range that they want printed and whether they want to store the resulting file on disk or to pass it on to QuickMail Quarterdeck Mail or 4 Link The Change PrintSetup command allows you to perform this functionality programmatically from AppleScript The command allows you to set any of the options that the user can set as well as disabling the display of the Page Setup and Print dialogs altogether this allows for the automation of the printing operation without user intervention Change PrintSetUp defaults boolean reset print configuration to default values to use A4Letter USLetter USLegal B5 paper type orientated as Portrait Landscape paper orientation scaled small integer scale factor larger print area boolean emulate LaserWriter larger print area starting at small integer starting page range fini
131. er En Eater Canca References are displayed alphabetically on the first letter Selecting an item in a field activates that field for searching on a reference by typing its first few letters After input the administrator may check codes without clicking the Edit button This is done by highlighting them after selection both the reference and the code are displayed beneath the relevant window If a code is wrong or needs editing clicking the Edit button displays the Edit Codes dialog as above with the reference and code displayed ready to be edited Clicking the Delete button deletes references and codes 5 8 4 Sight Fax Operating Guide Server Functionality RELATED CODES 4 Sight Fax Operating Guide Custom Fields When codes are created or imported they may be related Please see the following pages This means that a Field s codes may be linked to another Field s code This is a powerful feature of 4 Sight s code books as from a user perspective it may make selection of codes simpler For instance a Lawyer may be linked to a number of clients The user simply selects the lawyers reference or clients reference and clicks the Relate button This then clears all unrelated codes from the windows and only related codes will be displayed Perper Code Best Ediinr Cade Liri Eon rol Lawyer Client Ca o Furgirat 52h Bai Sills Codes IZA Coba Bank Server Co books Cancel In the a
132. er Integration 4 Sight Fax is compatible with Quarterdeck Mail and versions of Microsoft Mail from 3 0 onwards If you are using Microsoft Mail when reading this manual please substitute all occurrences of Quarterdeck Mail with Microsoft Mail in the text and screen shots The functionality of the 4 Sight Gateway is the same with both the Quarterdeck and Microsoft Mail systems To upgrade to Quarterdeck Mail please contact Quarterdeck Mail Quarterdeck Mail Corporation 2550 Ninth Street Suite 112 Berkeley CA 94710 Tel 510 649 4949 Fax 510 548 0393 EMail info starnine com for general information and pricing IMPORTANT Before installing Mail gateways it is necessary to configure mail users as fax users This section describes the installation and configuration of a Quarterdeck Mail Gateway It then moves on to the specifics of the 4 Sight Fax Gateway It is assumed that your Quarterdeck Mail Server is installed and N that all users have the Quarterdeck Mail DA installed on their workstations You must also have already installed your 4 Sight Fax Server amp User software This 4 Sight product has been tested with all versions of Quarterdeck Mail up to 3 6 11 3 Quarterdeck Mail Server Integration Integration Machine Configurations The link between Quarterdeck Mail and the Comms Server is by a piece of software called a Gateway Before installing the gateway it is important to understand the various con
133. erver fax fonts settings If you see a message like this contact your network administrator and inform them which fonts you are using If you wish to fax a document with an embedded scanned image it is important to bear in mind the resolution of the fax system Although most flat bed scanners can scan up to 300 x 300 dpi the maximum fax transmission resolution is 200 x 200 dpi fine resolution If you attempt to send a higher resolution scan than this the Fax Server will take much longer to process the document as it is having to calculate a lower resolution representation of the graphic It will also produce an unsightly checkered pattern similar to one that you see in some photographs where they have had two screens applied by accident To avoid this problem scan the graphic into the system at 200 dpi for imaging directly at the required resolution When transmitting a multi page fax with enclosures try not to change resolution e g from standard to fine mode or vice versa in mid fax Problems occur with certain makes of receiving fax machine which cannot handle a change in resolution 4 Sight Fax has no such problem If you encounter this problem delete the offending fax and resend it making sure that the enclosures have the same resolution It is possible to configure the cover pages to be transmitted in UN fine mode in the Cover Page setup in which case all enclosures should also be in fine mode B 3 Hints and Tips Th
134. ess Book is QuickSender will remember the last Address Book that you used with the QuickSender utility If you change the Address Book selection in either QuickSender or QuickMail the two will not stay in sync Editing adding or deleting an address in a book will be correctly displayed in the QuickSender utility As we do not know which Mailcenter you are logged into we cannot provide a Public address in the address list If you wish to send mail to the public address click on the find button and type Public into the last name field All public addresses will be listed select the one that corresponds to your Mailcenter If you want to do this often then you may wish to create a group that contain the public address Groups are displayed in the address list correctly If you have set the Ask for password on open option in your QuickMail preferences then when you attempt to send the message you have created with QuickSender you will be prompted for your password If you enter it correctly you will be temporarily logged in so that the message can be sent and then logged out When sending your message to the server there is no method by which we can find out how much of the message and enclosures have been transferred to the server Consequently the normal percentage bar indicator is replaced with a barber pole style indicator 4 Sight Fax Operating Guide Integration Characters In Address Names Transmission Receipts
135. ested a receipt on completion of transmission of the message you will receive a Quarterdeck Mail message containing details of when it was sent how long it took to transmit etc 12 8 4 Sight Fax Operating Guide Integration Rejected Messages Retry Count Exceeded Invalid File Type Font Rejection 4 Sight Fax Operating Guide Faxing Via Quarterdeck Mail Undeliverable Mail Return to Sene Your Message Legal document Sent Mon 19 Aug 1996 3 21 pm To Tech Support On Mail Server QD Mail Server This Quarterdeck Mail Demo Server has expired Contact Quarterdeck StarNine sales at 510 649 4949 Retry Delete gt If for any reason the server could not deliver your message then a rejection message will be sent to your Quarterdeck Mail box The dialog above is a typical example of how the message will appear There are a number of reasons for your message failing to be sent Either the number was engaged or there was no answer You will need to investigate why You have enclosed an invalid file see the list on previous pages for supported file types The document to be transmitted contained a font not installed on the server Contact your Network Administrator 12 9 Faxing Via Quarterdeck Mail Integration Message Status Enquiry 72777 You can find out the current status of your message by clicking on the STATUS icon in the Quarterdeck Mail window
136. et fax reference number Select a fax in the Outgoing or Incoming queue hold down the option key while double clicking on the item the fax reference appears at the bottom of the queue window This reference is used to name files on Comms Server and can be viewed in the corresponding queue folders through the Finder It can be useful to use this reference on outgoing faxes for accounting and archiving purposes Deletion of unread unassigned faxes Setup Queuing If incoming faxes are set to delete after for example 1 hour if a fax has not been read after 1 hour itis NOT deleted If the FAX isthen read it will not be deleted for a further hour to allow any other processing of the fax to take place forwarding printing resending 4 Sight Fax Operating Guide Appendices 4 Sight Fax Operating Guide Server Troubleshooting Faxes not being cleared deleted from the queue Faxes don t seem to be cleared automatically from the Outgoing Queue although the correct options for Archiving Deleting have been set This can happen in the following circumstances if a fax is being sent to 10 different people for example and 8 gent Sent and 2 stay at Max Retries all sites will stay in the queue either until the Max Retries faxes are Rejected or Sent Then all 10 will be cleared from the queue automatically according to the archiving deleting settings To summarize faxes will not automatically be cleared from the queue until faxes are marked
137. fer messages from one message system to another For instance 4 Sight have gateways for QuickMail and Quarterdeck Mail If the 4 Link application is being used by users Comms Server handles them directly Comms Server handles each message by storing all the information for each in a single file on the disk called a drop file Each file contains all the printing instructions subject and message text and the fax number for each destination Comms Server examines these files on the disk and builds up a memory picture of the destinations in the form of a list It then proceeds to send each message in turn It automatically copes with redialling later when the destination is engaged and informing the user should it fail When larger volumes of messages are being sent Comms Server automatically handles transmissions using multiple modems and imaging the next one in the meantime The main application that controls the fax modems to perform the actual sending and receiving 4 Link is the 4 Sight message transport application Desk Accessory It uses the 4 Talk system extension INIT to communicate with Comms Server over the network 4 Sight Fax Operating Guide Appendices Print Driver Serial Ports COMMON QUESTIONS The Average Fax 4 Sight Fax Operating Guide Technical Reference This is a special print driver to be used when you want to print from an application to a remote fax It stores the print instructi
138. figuration options available The Quarterdeck Mail Server is a system extension which runs when the server machine is started Gateways are installed into the server using the special Gateway Installer application A Gateway Server system extension is then installed onto the machine running Comms Server to handle the gateways It is only possible to install one Gateway Server for each Mail A Server if you wish to run multiple gateways then they either have to be controlled by a single Macintosh or you must install further mail servers to operate them Single Machine Configuration 0 D Mad Server bateuray Server amp Lomms Seruer 1 r I A e noto T _AA M Machine Requirements System 7 At least 8 MB of RAM You can run Comms Server on a Macintosh which is also your Mail Server If you are running an AppleShare network the Quarterdeck Mail and Gateway Servers can be run as a background processes on the same machine as your AppleShare Server with Comms Server as the concurrent application However this configuration is not recommended on large networks as AppleShare processing may interfere with data transmission or reception 11 4 4 Sight Fax Operating Guide Integration Multi Machine Configuration System Requirements 4 Sight Fax Operating Guide Quarterdeck Mail Server Integration bateuray Duarterdeck Mad Server Server Comms seruer
139. files onto it It then checks that they are of the correct type expands any folders that you selected and invokes the QuickFax dialog for you to address and send the fax to the server This is similar in functionality to the Fax Draggin 13 19 AppleScript 13 20 Integration on run No files were dragged and dropped explain to the user how to use this droplet displayMessage Drag and Drop the files you want to Fax onto this file OK end run on open fileList f only a single file was dropped on us then we need to convert it into a list of one file if class of fileList is not list then set fileList to fileList f we have a server then flatten out the list of files and invoke Quickfax set fileList to flattenFilesAndF olders fileList If at least a single file was drag and dropped we continue otherwise the user either dragged a bunch of empty folders or the files were not of the correct type if class of fileList is list then if count of fileList gt 0 then QuickFax enclosing fileList else displayMessage Nothing to fax OK end if end if end open Given a list of files and folders this routine returns a flattened list that contains only files It checks each file to make sure that it is of the correct type This routine returns 1 if one of the files is invalid 4 Sight Fax Operating Guide Integration AppleScript on flattenFilesAndFolders fileList parentfolder
140. follow the standard software installer instructions included with the serial card Serial cards that 4 Sight Fax recommends Nubus Creative Solutions Inc Hurdler 4 Port PCI MegaWolf Fenris Extra modems can now be attached to the serial ports on the NuBus or PCI card or external unit 4 Sight Fax Operating Guide Server Functionality Installing The Fax Server Software Minimum Server Machine Requirements What s Going To Happen Upgrading 4 Sight Fax Operating Guide Server Installation and Configuration Connection Settings Method Serial Tool v Port Settings i Current Port Baud Rate 19200 v Data Bits i Printer Port Stop Bits Handshake v when Closing Document Hold Connection Or Only serial cards supplied or approved by 4 Sight can be guaranteed to provide reliable faxing This section details the installation of the 4 Sight Fax software on the server machine Macintosh IIci or better with a14 inch monitor System 7 or later 2 5 MB of available Hard Disk space Approximately 2 MB of available application RAM The 4 Sight Fax Server software is automatically installed by using the Apple Install utility supplied on the disk For those up grading from a previous version of 4 Sight Fax we recommend that you back up your Comms Server machine before removing all 4 Sight Fax related files including preference files IMPORTANT When setting y
141. g then a log can be kept by the system There is a separate log for incoming and outgoing faxes The log files are by default kept in a folder named Log Folder created automatically when Comms Server is installed The information stored in this log is determined by the choices made by the Network Manager in the Accounting Set Up menu This file is saved in text format tab delimited and can be imported into a spreadsheet application for later analysis 1 17 Server Installation and Configuration Server Functionality 1 18 4 Sight Fax Operating Guide Server Functionality Comms Server Reference Comms Server Reference 4 Sight Fax Operating Guide 2 1 Comms Server Heference 2 2 Server Functionality 4 Sight Fax Operating Guide Server Functionality COMMS SERVER REFERENCE Application Components Comms Server INIT Comms Server FILE MENU New Open 360 Close W Page Setup Print got l Quit 360 4 Sight Fax Operating Guide Comms Server Reference This section takes you through Comms Server menu items in turn describing the function configuration and operation of each item Comms Server comprises of two pieces of software 1 Comms Server INIT extension 2 Comms Server application f NIT The CS INIT extension pre loads at machine start up time you will see its icon appear along with any other system extensions you may have installed It paves the way f
142. g a fax from the FAX print driver If you always require a receipt to be sent back to the user once a fax has been transmitted check the Always send receipts option This will override any choice made by an individual user Click the Set Connect Times button This allows you to specify how often and under what conditions the Fax Bridge should process messages For details of these settings see the section called Configure A Telecom MailCenter in your QM Administrator Manual Connect Times for FRH 4 Sight Fax Bridge converts mail to Fax Messages Connect when or more messages are waiting 4 Connect when more urgent messages are waiting M Connect every 5 minutes from 12 00 am to 12 00 am SMTWTFS Connect E9 E9 O Connect only once per day Rfter s failed connections inform the Custodian and disable MailCenter for a hours 4 Sight Fax Operating Guide Integration 4 Sight Fax Operating Guide QuickMail Server Integration Set Connect every 1 minute from 12 00 AM to 12 00 AM Uncheck the Connect only once per day box When you have finished configuring the connect times click the OK button IMPORTANT User Accounts Assuming the user has already created a QuickMail user account they have to decide who is allowed the faxing capability taking into account the number of user licences that your Comms Server is able to handle You need to cre
143. g as configured You will need to allocate an extra 3797K of memory to the Comms Server memory partition Comms Server can make this change for you or you can manually adjust the memory partition using the Finders Get Info window Adjust Memory Partition Grayscale imaging is not supported on some Macintoshes eg Quadra 840AV 4 Sight Fax Operating Guide Server Functionality Comms Server Reference By clicking the Adjust Memory Partition button the memory allocation will be automatically changed to the recommended size A dialog is displayed to confirm this The Memory Partition Size for Comms Server has been adjusted For it to have any effect you must quit and re launch Comms Server You must now quit Comms Server and relaunch it Manually Setting The Memory You can also do this manually by quitting Comms Server selecting it in the Allocation Finder and then selecting Get Info in the File Menu Enter the recommended RAM configuration in the Preferred Size box Comms Server Info Comms Server 3 4 Sight Fax 4 0 Kind application prograrn Size 816K on disk 834 332 bytes used Where The Script 4 Sight Fax newest Created Mon Aug 21 1995 10 20 Modified Tue Aug 6 1996 10 26 Version 4 0 Copyright 1990 1996 4 Sight plc All rights reserved Comments p Memory Requirements i Suggested size 1875 K i Minimum size O Locked Preferred s
144. ght Fax Retrospect version 2 1i can cause a problem when backing up a machine running 4 Sight Fax During the backup phase all is fine but during the verify phase Fax will stop transmitting and receiving We recommend that the application be restarted before transmission recommences The solution to this problem is to elect not to verify backups at the Retrospect server File already open for read write 49 error with 4 Sight Fax If you are viewing an incoming fax and Comms Server tries to print it you get a 49 permissions error Comms Server will wait and try printing again in 5 minutes Fax server stops if printer out of paper Faxes will fail to be sent if either incoming or outgoing faxes are set to print and the printer is out of paper Modems with baud rate greater than 14400 Modems often have two speed ratings one for data and one for fax The maximum baud rate that faxes can be sent is 14400 therefore attempting to send faxes using modems rated for faster data transfer will see no improvement in transfer rates Another reason why not to try to send faxes with e g 28800 data transfer rate modems is that currently over 9096 of the established fax modem base in the UK that will be receiving the fax use 9600 modems A related issue to the above is attempting to use data speed 28800 data transfer rate modems with 4 Port cards where they will not always be used for faxing It is believed that serial cards that conform to Apple s sp
145. h is also discussed in greater detail in Chapters 6 8 After Custom Fields have been enabled in the Comms Server application the user has the opportunity to input from within the 4 Sight Fax Print Driver if faxing a document Server Brett s Mac 2 Pages RI OFrom Destination O Gray Scale Server via 3 Fine Resolution O File 4 Preview Delay None Cover page Profilel w Legal Billing Lawyer FROM BOOK Client FROM BOOK Case Copyright 1990 1996 4 Sight plc This allows the user to manually input codes In the above example the Lawyer and Client fields have been configured not to allow user based input therefore a From Book message appears where the code would normally be typed This prompts the user to access server based codes which are displayed within the user code book and can be accessed from the 4 Link Send Message window If Custom Fields have not been enabled then the Fax Print Driver dialog and Send Message Window are truncated so as not include the additional fields for code input 5 12 4 Sight Fax Operating Guide Server Functionality 4 Sight Fax Operating Guide Custom Fields After configuring this dialog the user clicks the Fax button and the 4 Link Address Book is displayed The user selects an address and the Send Message window comes front most This window allows the user to manually input codes similarly to the aforementioned Fax Print Driver but also en
146. he list would be highlighted The search and sort order in the lists are case independent The address list contains three search columns name address and type The active column is indicated by an underlined title bar 4 Sight Fax Operating Guide 7 17 Sending A Fax Selecting An Address Entry Importing Address Lists From Other Applications Exporting Address Lists 7 18 Client Functionality To copy an address from the address list to the destination list double click the entry or select the entry you require and then press the TAB key or the Move button You may select several recipients for your fax When you finished adding addresses to the destination list click on the OK button If you change your mind and do not want to use the destination list that you have created click the Cancel button It is possible to select all entries in the address book by typing N COMMAND A 4 Sight Fax supports continuous and non contiguous multiple select of addresses by holding down the shift or command keys respectively when selecting addressing The 4 Sight Fax Address Book is stored in a tab delimited text file This avoids the need to provide a special import and export mechanism for the names and fax numbers If you wish to load addresses from an existing database simply export the data into a text format file with the following fields NAME gt FAX NUMBER gt ADDRESS gt TYPE Where TYPE is always Fax
147. he 4 Sight Fax System cee eee xix Packing istics tds a Meere Ro ee fot ah d d Xx Software Disks and Product Registration Xx Serials e at t e UR en n ag fogs eod oae bre Rune pati a XX ated ed ane tae ea ct A ee XX SERVER FUNCTIONALITY Server Installation and Configuration 1 1 Server Installation amp Configuration 1 3 Minimum Network Configuration 1 3 Hardware Installation Single Channel Comms Server 1 5 Hardware Installation Multi Channel Comtmms Set Wer a tede tete dece ace alate SOROR RR whens Vengo 1 7 Installing The Fax Server 5 1 9 Comms Server 1 12 Checking eu S aA sea ae A ele 1 14 Further Informations ve e ee pie ace eb Ree eere ege en eres 1 14 Further Configuration 1 15 Cover Pages dee 1 16 Transaction Logging x een 1 17 Comms Server Reference 2 1 Comms Server 2 3 Application Components 2 3 Comimis SerVer iiy peu ed ws Re I eR mE RE ed aranea e err do 2 3 4 Sight Fax Operating Guide vii Contents File MEU a oca 2 3 NW A er ee
148. he assigning of the Administrator access to server user privilege 3 18 4 Sight Fax Operating Guide Server Functionality Automated In Bound Routing Automated In Bound Routing 4 Sight Fax Operating Guide 4 1 Automated In Bound Routing Server Functionality 4 2 4 Sight Fax Operating Guide Server Functionality AUTOMATED INBOUND ROUTING Overview 4 Sight Fax Operating Guide Automated In Bound Routing Network fax solutions have been accepted widely as a basis for increasing staff productivity and reducing costs however this has generally been from the view point of outgoing faxes only as fax solutions have never really provided a satisfactory solution for incoming faxes other than the staples of automated printing and or manual routing both of which 4 Sight Fax offers This chapter explains the configuration and implementation of 4 Sight Fax s new Automated Inbound Routing Functionality 4 Sight Fax s Automated Inbound Routing functionality is based on the concept that all users wishing to receive faxes within an organization will be provided with their own personal and unique fax number This service is provided by the relevant PTT or Telecom provider according to your location US amp Canada In the US and Canada analogue trunk lines are available that can have multiple DID numbers mapped to them thereby providing 4 Sight Fax with the individual fax numbers that it requires If you have any queries about
149. he desired destination folder Now when you wish to send that document you can select it using the enclosure button Plain TEXT PTNG paint and PICT files can be enclosed directly UN without going through this procedure Alternatively select the 4 Sight Fax print driver and fax directly to the server from within the application Rotated text or images give poor quality fax Faxing from a Quark Photoshop or other graphic application documents when text or image is rotated within the document then faxed the rotated portion is generally of lower quality Save the rotated image as PICT and the quality of the fax should improve We also recommend using Type Align as this seems to greatly improve the quality of rotated text GrayScale Cover Pages For cover pages to print grayscale the cover page has to be set to be imaged in fine resolution If it is set to image in standard resolution then it will image in black and white Faxing Quark documents with eps In Quark Xpress you must select to print in black and white and have OPI include images selected otherwise no image will be faxed just an outline picture box with a cross through it Set these options by selecting them and then doing a real print before faxing Previous to Quark 3 3 the defaults allowed faxing to take place no problem with Quark 3 3 and later you have to make sure the correct defaults are selected Faxing portrait and landscape in one document The Classic Mac
150. he file that was dropped on the droplet is of a typethat the Fax Server knows how to image on FileTypeOK fileltem local filelnfo fileType fileCreator set filel nfo to info for fileltem set fileType to file type of filelnfo set fileCreator to file creator of filelnfo 4 Sight Fax Operating Guide 13 23 AppleScript Integration return fileType is TEXT or fileType is PNTG or fileType is PICT or fileType is MAIL and fileCreator is 4com or fileCreator is DrpV or fileCreator is 4msg end FileTypeOK Simple routine to return the filename portion of a path specification IE given disk folder1 folder2 file this routine will return file It does this by taking advantage of AppleScript s text delimiters property on tailNameffilePath set saveDelimiters to AppleScript s text item delimiters set AppleScript s text item delimiters to set filePath to last text item of filePath as string set AppleScript s text item delimiters to saveDelimiters return filePath end tailName on displayMessage messageText buttonText beep 1 display dialog messageText buttons buttonText default button 1 end displayMessage 13 24 4 Sight Fax Operating Guide System Add Ons Appendix A Hints and Tips Appendix B Client Troubleshooting Appendix C Server Troubleshooting Appendix D Technical Reference Appendix E Hardware Reference Appendix F N 5 Q Appendices
151. he t aeo tata sie 2 30 stis d aos ra Tug Te aci e aa ale ER A Eee cp te 2 33 2 Assigning the PICT file to a cover page profile 2 35 3 Positioning the automatic text 2 35 Windows Men uer hehe ehm te a nee arg Sd ei 2 37 viii 4 Sight Fax Operating Guide Incoming Queue 2 37 Outgoing Queue 2 38 Ser vet Status t ERSTE rr e e er ei te e arent een 2 39 AAA IAS 3 1 Security Eeatuf es dist ne sot ri c den 3 3 Server Led en ere a dln AEE 3 3 4SEax Administrator iya i da EpL RR e ERR RR 3 5 Setup MON alante dub RO 3 5 EMM esee rem eru metier pie n e D pu eer 3 7 Disable User LONAS Ep erg e ue De ee 3 7 Disconnect USERS oui ous deest loque Dreier ines erede Face eee de cn a reve 3 7 QUIE ote tet t toU qiu ate Tod eod s 3 8 Edit Ment ist 22a 2 Riblpebetndiehs buda aceites 3 8 Preferences se eerte tas ales Oe dd sy tie caa ues i 3 8 Users curie ria hope ace iras 3 8 User Setup a e ee rir ortos Pee e Cet ri e eee Pay deni 3 9 Default User Setup De XR er ei ee ee c Rl n 3 12 Import User EISE eset a ne Aces UR eus 3 13 Export User List itu re n 3 13 Groups Meru s as mend AA quee a da eed 3 16 Group Setup
152. hey want to use for outgoing faxes by using the drop down menu This is also selectable from the 4 Link Send Message Window Notification Preferences 3 User Preferences Q Notification Prefs w Dutgoing a Muy activity General activity Incoming 8 My activity O General activity 12345 Personal Fax Number Method x Chime x Flashing Icon X Note window Outgoing My Activity If selected the user will be notified when a message sent by them is successfully transmitted or when it reaches the maximum number of retries General Activity If selected the user will be notified when any item in the outgoing queue is transmitted or reaches the maximum number of retries This option is only available if a user has full queue access privileges configured by the network administrator under Security Setup Incoming My Activity If selected the user will be notified when an item in the incoming queue is forwarded for their attention 4 Sight Fax Operating Guide 6 15 Client Installation and Configuration Client Functionality General Activity f selected the user will be notified when any item is received into the incoming queue This option is only available if a user has full queue access privileges configured by the network administrator under Security Setup Personal Fax Number f Automated Inbound Routing is active the users Personal Fax Number suffix is displayed Method This specifies how users wish to
153. hine is busy or not on line Select the message in the queue window and check the details You can confirm the number in the address is correct and the machine on line by calling it on a voice line Enter the correct number and or RESET the message so that the system attempts to send it again You have sent a message to the server and it has been rejected back to you There are three possible reasons why the fax could be rejected Firstly it may contain a font that is not installed on the Fax server Secondly you may have enclosed an illegal file enclosures must be in either TEXT PAINT PICT or FAX printed to disk by the Fax print driver format check the formats and print the file to disk and then enclose it if necessary Thirdly you may have selected a grayscale print when this feature has not been enabled on the server My faxes seem to take a long time to fax Check the Communications settings found through the Device menu item of the Setup menu For all modems the communications rate should be set to 19200 4 Sight Fax Operating Guide Appendices 4 Sight Fax Operating Guide Client Troubleshooting 4 Link does not enclose the desired application files To enclose files to be faxed from 4 Link it is generally necessary to create fax enclosures in the corect FAX format you should use the 4 Sight Fax print driver from within any application and select the Print to File option Specify a name for the document and t
154. his menu option displays the following dialog Group Setup Group List 3 16 4 Sight Fax Operating Guide Server Functionality Group Details Name User List Group Member List Group Privileges 4 Sight Fax Operating Guide Security This enables the administrator to create new groups which after they have been saved will be displayed in the Group List window enabling the administrator to Edit and Delete as required the Groups that have been created Before the user can actually setup any group membership for users they must have first setup some users After clicking the New button the New User dialog below is displayed New Group Group Details Name Development Dave Kitson Ed Morey Jamie Cox Rich Burkitt Tony Bushnell Yorick Phoenix Ju Group Privileges In bound Routing m Administrator access to server O Enable In Bound Routing O Full queue access Group fax number O Allow automatic login Oo Group printing O Priority fax Choose Printer O Broadcast fax Private fax Cancel This is divided into 3 separate areas Group Details Group Privileges and In bound Routing In this field the administrator types the desired Group name this must be unique This field displays all the users that have been setup By selecting users and clicking on the move button users may be included in the Group This displays the users that have been included in the Group To remove users
155. ialog will increase throughput substantially over the standard Laser Writer driver Incoming faxes are taking a very long time to print At best it takes 90 seconds to print a standard page as it is a large bitmap file Check the Page Setup to see that graphics and text smoothing are OFF and that faster bitmap printing and larger print area are ON Automatic Printing is selected however nothing is being printed There might be a printer related error i e paper jam out of paper etc that is holding up printing Check the Server for an error condition Also if the PrinterMonitor application is set to display an alert when a printing error occurs it will halt all operation awaiting manual dismissal of the alert D 15 Server Troubleshooting Font Problems Cover Page Problems Integration D 16 Appendices Header or Cover Pages Setup It is possible to change Cover Pages daily keeping the fields in the same place by overwriting the original PICT with a new file of the same name There are two files associated with each Fax Cover Page namely a PICT format file eg Standard and a Comms Server file created when the user places Cover Page fields using the Cover Page editor in Comms Server EG Standard header In addition a file in the native application format is usually maintained eg Standard md for a file was created in MacDraw in case the original needs to be edited Comms Server uses the file name ex
156. ialogs Although there are items waiting in the queues they are not being processed by Comms Server Check that the incoming and outgoing channels are enabled in the Device Setup dialog and that there is no discrepancy between the date and time on the server and the date and time setting on the clients Comms Server is processing queue items but the fax device is not responding Check that you have selected the correct device in the Device Setup Then check that the serial cable is connected to the port selected under Device Communications Finally check that the modem is switched on The Server has stopped processing either queue This is an indication that the Server machine is busy with some other task that has taken precedence Check the Server directly to see if an alert window is displayed awaiting user action This can happen if automatic printing of incoming messages is enabled and there is some kind of printer related error i e out of paper paper jam etc Make sure that the also display alert item in the PrintMonitor Preferences dialog is NOT SELECTED Message is Displayed Fax Device Not Responding The communications link between the modem and the Comms Server is broken Check the cable between the Macintosh and the modem is a type E cable Please see the Hardware Reference D 13 Server Troubleshooting Receiving Problems D 14 Appendices Incoming fax displays a message in the status bar Error 1009
157. iate direction 2 35 Comms Server Reference Server Functionality The text font size and style can be defined on a per field basis by selecting the appropriate field and choosing the desired configuration from the FONT SIZE and STYLE options If you do not wish to use a particular field you can remove it from N the layout by selecting it and pressing the DELETE key This will gray out the relevant icon in the icon bar at the left of the window To retrieve the field click on the grayed icon BEWARE IF YOU DELETE THE COMMENT TEXT FIELD NO MESSAGE WILL APPEAR ON THAT COVER PAGE If you have assigned a PICT file which is shorter than a standard A4 page you will need to define where the bottom of the cover is Move the pointer at the left hand side of the window to adjust the line defining the bottom of the page into the appropriate position When you have positioned all the automatic text fields and defined their styles close the window You will be asked to confirm the changes Repeat this process for the other cover pages as applicable Cover page Setup Options Cover Page Configuration Use Profile when None is specified Resolution Standard O Fine Resolution You can specify the Resolution at which the cover pages are transmitted by clicking the appropriate button Fine transmission will take longer to complete Use Profile 1 This forces Profile 1 to be sent even if the user sel
158. ibed below to find out where the printer driver actually stored your file if you don t specify it yourself For applications that are attachable you can easily write a script that switches to the Fax printer driver prints the front most document without any user interaction and then switches the print driver back again For applications that aren t attachable look out for the Freeware OSA Menu Extension or create an AppleScript applet and place it in your Apple Menu Items folder You could increase the functionality of the example below by having the script automatically lookup the fax number based on the name found in the document and then automatically sending the output from the fax printer driver to the Fax Server without any interaction at all Hereis a simple script that can be used to fax the frontmost window It turns off the Page Setup and Print Dialog displays and the preview window It also routes the output from the printer driver to the 4 Link DA for addressing by the user Change PrintSetUp sending via4Link without preview and dialogs Switch Printer by switching to Fax without display print window 1 Switch Printer by switching from Fax without display 4 Sight Fax Operating Guide Integration Was The Print Successful Misc Utility Routines API Version Username Save Message Drag and Drop Example 4 Sight Fax Operating Guide AppleScript The user can cancel the printing operation at any
159. ic files The document will be saved as one large bitmapped area at the received resolution 200 x 200 dpi Fine PAINT files consist of a screen resolution 72 dpi bitmapped image PAINT documents may be opened and printed from most paint programs 4 Sight Fax Operating Guide 12 19 Faxing Via Quarterdeck Mail Integration TIFF files are high resolution bitmapped graphic files that may be opened and printed by some of the higher end paint programs Most desktop publishing programs allow placement of TIFF graphic files When importing a TIFF file into a desktop publishing program the file remains separate Its location is saved for use during printing Do not delete a TIFF file once itis placed into another program TIFF files may be converted to Macintosh text files by Optical Recognition programs OCR such as TextBridges When viewing a fax in the viewer a 72 dpi resolution image may be saved to the clipboard by selecting Copy from the Edit menu This image can then be pasted into another application Anti Alias viewing this item allows you to clearly view a fax on screen at 72 dpi converting it from the original fax at 200 dpi 12 20 4 Sight Fax Operating Guide Integration AppleScript AppleScript 4 Sight Fax Operating Guide 13 1 AppleScript Integration 13 2 4 Sight Fax Operating Guide Integration INTRODUCTION TO APPLESCRIPT Support 4 Sight Fax Operating Guide AppleScript Developer Kits by th
160. ications Error An error occurred while transmitting a fax See Troubleshooting for errors No Response The remote machine did not answer Idle Comms Server is not processing any jobs 2 40 4 Sight Fax Operating Guide Server Functionality Security Security 4 Sight Fax Operating Guide 3 1 Security Server Functionality 3 2 4 Sight Fax Operating Guide Server Functionality SECURITY FEATURES Server Security Device Queuing 6 Server Security Security Setup Printing Accounting Archiving Server Address Book Imaging Fax Fonts Cover Pages 36H 4 Sight Fax Operating Guide Security 4 Sight Fax features a powerful set of security functionality providing for a secure server environment and a full range of user and group privileges This chapter discusses server security and the configuration and setup of users and groups How this functionality is viewed from a user perspective is discussed in Chapter 6 Client Installation and Configuration To enable security for the Comms Server application select the Server Security option under the Setup menu as seen opposite The following dialog will be displayed Security Options Administrator access only Change Password Cancel This option allows the Network Administrator to secure access to Comms Server On installation no password is configured The Administrator password is chosen by clicking Cha
161. ight Fax Operating Guide Client Functionality RECEIVING A FAX To Subject Size Type Date Status 4 Sight Fax Operating Guide Receiving A Fax Receiving A 4 Link Fax If you have configured 4 Link appropriately you will receive a chime flashing icon message alert dialog or all three when a fax message has been received that is addressed to you To view the message select the 4 Link DA from the Apple Menu E 4 Sight Message Queue for Sales Control Setup 5 5 fa e E y ES ES ui New Edit Hold Release Resend Reject Delete Refresh Address Prefs Outgoing Queue Pos To Subject From Type Date Status na Ee 1 Chris Beck UK Sales Enq DBas Charles Ridley Fax 2 9 94 5 46 pm Rejected 2 Ashutosh Vaidya 4 Sight Fax Sally Norris Fax 2 9 94 11 21 am Max Retries 3 Ashutosh Vaidya 4 Sight Fax Sally Norris Fax 2 9 94 3 02 pm Max Retries 4 Emma 4 Sight Map Jason Taylor Fax 679 94 12 55pm Retries 5 Evelyn SCII Franc URGENT TerriGamble Fax 6 9 94 6 51 pm Max Retries 6 Peter Your order PS OS Sally Norris Fax 7 9 94 2 06 pm Max Retries 7 Cliff Weatherall 4 Sight Broadcast Charles Ridley Fax 7 9 94 4 38 pm Rejected 8 Cliff Weatherall 4 Sight Broadcast Charles Ridley Fax 7 9 94 5 16 pm Rejected n 3 ed Mitche isi E n n ji E 979 Ma Betrie Incoming Queue el To Subject Size Tupe Date Status Al Yorick Phenix JPM NY Req II 2pgs 103K Fax 8 9 94 9 06 pm Printed
162. il OCR Link this tool allows you to direct the received fax image to a supported Optical Character Recognition package for processing When selected you are prompted to select the OCR package that is installed and running on your system The image will be sent to the OCR package for processing Convert into tent using e EagleEye OCR OmniPage OmniPage Pro v5 OmniPage Pro v6 Read It OCR TextBridge TypeReader Print this 4 Link menu item will print the fax to the device selected in the Chooser You can select any range of pages to print for multi page faxes as well as specify a number of copies 10 21 Faxing Via QuickMail 10 22 PICT PAINT TIFF Integration Save As this item allows you to save a received fax in one of a number of file formats When selected it presents you with a standard Macintosh file save window c Hard Disk C3 Rpplications Hard Disk O Current Jobs O System Folder C3 Utilities Save document as Select file format Cancel PICT You can rename the received fax if you wish and click the appropriate icon to choose a file format The formats available are files can be opened and printed in most paint and draw programs Most desktop publishing and word processing programs allow placement of PICT graphic files The document will be saved as one large bitmapped area at the received resolution 200 x 200 dpi Fine files consist of a screen resolu
163. ill automatically run the viewer application s rm a a FAX INTERNATIONALE PT o H ee PIZSERERCUITTIZU FACSIMILE FROM MOREWARE 5569515510 murem MET ED AULA SE 5 You will then be able to manipulate the message using the following tools 12 16 4 Sight Fax Operating Guide Integration a A A la E 4 Sight Fax Operating Guide Faxing Via Quarterdeck Mail Zoom In the magnifying glass allows you to zoom in on particular section of the fax Select the magnifying glass and click on the area to be zoomed Zoom Out this option allows you to zoom out to see a larger amount of the page in your window Select the icon and click on the desired area The zoom level is displayed in the bottom left hand corner of the viewer window standard full size is 100 The range available is 25 to 400 Invert this function allows you to invert flip upside down the entire document This is used for occasions where a fax has been received upside down Next Page click this icon to view the next page in the document Previous Page click this icon to view the previous page in the document Go to Page this function allows you to view a specified page within the document Clicking the icon displays the following dialog Page to display 1 to 6 Type the number of the page you wish to view Forwarding this tool allows you to add a descriptiv
164. ill contain all the information that is also normally located in the 4 Sight Fax address book i e name of contact fax number company name address To avoid the requirement of importing new details twice once into the database and again into 4 Sight Fax the user may via the API fax directly from within the database Fax buttons may be added to the database which when clicked activate an AppleScript which transparently takes the required information from the database and passes it to 4 Sight Fax All the user need do is add the cover page text and then click the send button although even this may be scripted out i e a standard sales enquiry letter Prepared fax documents may also be enclosed transparently through the AppleScript 4 Sight Fax Operating Guide Integration 4 Sight Fax Operating Guide AppleScript WebFax The AppleScript API may be used to integrate 4 Sight Fax with Quarterdeck s previously StarNine WebStar application as this is scriptable This is beneficial for companies setting up their own internet webservers as their home pages may be linked to a 4 Sight Fax server Web surfers dialling into these homepages will have the option of clicking fax buttons they would then be prompted or enforced to input their details and fax number and select the information they wish to be faxed which the AppleScript would automate A unique way to differentiate your website capture potential client information and avoid tedi
165. ing PICT files are aware of this problem and universally agree to either use or not use fractional widths The pop up menus for FONT SIZE amp STYLE allow you to choose the type format of any text files that you attach to a message being transmitted as a fax As you change these menu selections a sample is displayed showing you what the text would look like If an italicized font name appears in the list this indicates that it would not image very well if chosen 4 Sight Fax Operating Guide Server Functionality Cover Pages Cover Pages Creating Cover Pages 4 Sight Fax Operating Guide Comms Server Reference Cover Page Configuration Use Profile1 when None is specified Resolution Standard O Fine Profilet Standard Profite2 Standard Profiles Standard Profile4 Standard _Profile5 Standard _Profile6 Standard Profite Standard Profiles Standard Profile9 Standard Profile10 standard PProfile11 Standard Profile12 Standard Profile13 Standard Profile14 standard It is up to the Network Manager to create the fax cover pages to be used on the network It is possible to create up to 14 designs which could be used for example in different departments within a company The cover page is created in two parts The first is a background graphic containing your company logo address amp telephone number for example The second is the information relating
166. ing faxes from client machines over the network etc Therefore consideration should be given to the machine that is used ideally a dedicated Macintosh is preferable 4 Sight Fax is Accelerated for Power Macintosh therefore if you are installing a multi channel system or running other applications on the same Macintosh a Power Macintosh is preferable It is possible to run Comms Server on an AppleShare 4 x file server under System 7 using certain types of fax modem Please check the hardware table for details 4 Sight Fax Operating Guide Server Functionality Hardware Installation Single Channel Comms Server Connecting The Fax Modem 4 Sight Fax Operating Guide Server Installation and Configuration Connect to Mac modem port Serial Cable Type E Connect to fax modem computer interface The fax modem is connected to the Macintosh by means of a serial cable Type E this is supplied with the system If your cable is missing DO NOT use any other cable Type E Contact your supplier to obtain the correct type If you wish to make a replacement serial cable please refer to the Hardware Appendix which describes the specification The Macintosh end of the serial cable is the Macintosh standard 8 pin mini din connector This should be connected to the modem port of the machine you have designated as the fax server Multi channel systems are described on the following pages In most instances the fax mode
167. ings To Be Aware Of Grays Landscape Faxes Telephone Lines Extracting Text From A Fax B 4 Appendices When producing documents to be transmitted using the fax system be aware that documents with gray tones and tints when using color will require a large number of transitions between black and white This not only increases the processing time of the fax by the server but also increases the transmission time of the fax by the modem but does result in better quality appearance of the fax 4 Sight Fax allows up to 256 grayscales to be used See Chapter 2 Imaging If you wish to fax a landscape fax it is advisable to use fine mode for the transmission This is because most of the detail in a font is vertical information When sending a normal portrait fax 200 x 100 dpi there are 200 dots vertically per inch but of course if the page is rotated through 90 degrees there is only 100 dpi resolution vertically By selecting fine mode you will get 200 x 200 resolution thus overcoming the problem When a fax is transmitted it is normally sent at 9600 Baud or 14 400 to the remote device However if the line is not clean then errors are introduced into the transmission If there are too many errors the device will fall back to 7200 Baud then 4800 Baud and then if the line is really bad 2400 Baud If you notice that your incoming and outgoing faxes are connecting at a baud rate lower than 9600 it will be worthwhile having
168. intosh Printing Architecture upon which the 4 Sight Fax driver is based does not support different paper orientations within the same document so currently it is not possible to fax mixed orientation documents in one stage The work around to sending a fax with portrait and landscape is to save the sections with different orientations to disk first and then enclose the separate documents as fax enclosures C 11 Client Troubleshooting C 12 Appendices Fax software printing A4 full page If the application you are faxing from allows you to draw or write to the whole page then the fax software may not fax the whole page i e it will cut part of the fax off even if you can print the whole page This is because the printer driver the fax driver it is based on has slight limitations in utilizing a full A4 page In fax setup set the reduce or enlarge option to less than 100 e g 9396 this should prevent any problems with the faxed output Faxing A3 documents with 4 Sight Fax It is not currently possible to fax A3 documents This is a restriction due to the fax printer driver and the currently supported modems Currently the only option when faxing an A3 document is to fax it at a reduced percentage to enable it to be accommodated onto an A4 page Faxing with QuickDraw GX At present there is no specific QuickDraw GX 4 Sight Fax Driver However there is a work around whereby faxes can be sent by using the following technique 1
169. ion or enlargement from 25 to 400 Your output is automatically scaled to that size This feature is compatible with the standard LaserWriter settings This option converts the Macintosh fonts Geneva New York and Monaco to the LaserWriter fonts Helvetica Times and Courier Word spacing will be affected by substitution and better results will be achieved by using LaserWriter fonts directly 7 5 Sending A Fax Client Functionality Options This button displays another useful feature m ee Copyright 1990 1996 4 Sight plo Larger Print Area This has the same function as the equivalent LaserWriter option and allows Printing Your Fax 7 6 Pages Destination you to print closer to the edge of the paper Now that the page setup has been configured the document can be converted saved in fax format and sent to the fax server Hold down the 4 Sight Fax modifier key and choose Fax from the File menu and the print dialog box is displayed This dialog allows you to set the print specifications E Server Suzanne Blakey 7100 Neutral Zone Ass or Pages RI From Destination O 6ray Scale amp Server via O Fine Resolution O File 4 Preview L Delay None Cover page Standard w Copyright 1990 1996 4 Sight plc The Print dialog box may not accurately match the one illustrated as some applications offer extra facilities The features shown appear with most
170. ipt This information can be found on page 9 1 Appendices Provides helpful information on Troubleshooting and technical advice for both client and server functionality This information can be found on page A 1 iii Guidance Through The Manual What You Should Already Know iv Areas which require special attention or care are highlighted thus Please be aware of this information Specific procedures are highlighted thus 1 Follow this instruction first 2 Follow this instruction second When installing and configuring the server software it is assumed that the person who is designated as the Network Manager referred to as the administrator has a thorough knowledge of the Macintosh They should be familiar with network software administration The Client software is very simple to install and is designed to be installed by the individual user 4 Sight Fax Operating Guide sjuajuo2 vi 4 Sight Fax Operating Guide Contents 4 Sight Fax Operating i About This Operating iii Guidance Through The iv What You Should Already KNOW iv 4 SIGHT FAX OVERVIEW WELCOME TO 4 SIGHT xvii A a Len xvii 4 Sight xviii T
171. ipt or EPS file Most applications allow this operation After saving image the newly created file as a high resolution 200 dpi PICT file using a PostScript imaging application such as T Script Deluxe from TeleTypsetting Co 311 Harvard St Brookline MA 02146 tel 1 617 734 9700 Fax 1 617 734 3974 Alternatively Adobe Acrobat Distiller may be used to create a PDF document and then the document may be faxed from Adobe Acrobat Reader Exchange The reason for dramatic growth over the last few years in the fax market place is that fax machines are easy to use and that to date it is the only international standard for text and graphic communications However within this environment there is a growing problem common to any reasonable sized company The problem is that users are increasingly depending on fax for all of their paper based communications This creates bottlenecks in the office and employees are often away from their work place for extended periods of time Research has shown that in the corporate environment when a fax machine achieves a transmission reception activity of approximately 4 hours per the working day another fax machine is purchased For the Macintosh network user 4 Sight Fax can extend the use of the fax machine to 24 hours a day 7 days a week 4 Sight Fax is worth at least 6 fax machines to an organization 4 Sight Fax Operating Guide Appendices How Does A Fax Machine Work How Does A Fax Mo
172. is restarted this is because the application must be running for faxes to be processed When using System 7 or greater you will be asked on installation if you would like Comms Server to automatically create an alias of itself in the START UP ITEMS folder It is advisable to do this You can do this automatically or at a later stage if you wish 1 13 Server Installation and Configuration Server Functionality Under System 7 Checking Fonts Further Information 1 14 fa Saas See alias 4 Start Up Items Create a Comms Server alias and place it in the START UP ITEMS folder in the system folder You may also see the following message Warning Less than 50 of the fonts that are installed are of Laser Quality For best results you should install the ATM Type 1 font files or use TrueType fonts This means that over half your server fonts are not installed to laser quality Because of this fonts on your faxes will not be sent at the best possible resolution It would help if Adobe Type Manager and or TrueType were installed on the server ral a ATM Adobe Type Manager True Type font It is not necessary to install ATM or TrueType however they do N allow fonts to be sent at the best possible resolution See the next section on Further Configuration for a detailed description of their functionality Comms Server is now configured for use However please read the COMMS SERVER r
173. istration card to ensure that UN you receive access to technical support software upgrades and news of 4 Sight product releases Serial Cable The serial cable supplied connects the fax modem to a serial port on your Macintosh 4 Sight call this Cable E DO NOT USE ANY OTHER CABLE Dongle The hardware dongle s is used to authorize your use of the software Different or multiple dongles are provided depending on the configuration of 4 Sight Fax you have bought 2 FAX MODEM Please read the instructions and information regarding fax modems in the Hardware section XX 4 Sight Fax Operating Guide Server Installation and Configuration Chapter 1 Comms Server Reference Chapter 2 Security Chapter 3 Automated Inbound Routing Chapter 4 Custom Fields Chapter 5 gt lt img Q LL 5 gt Y Server Functionality Server Functionality Server Functionality Server Installation and Configuration Server Installation and Configuration 4 Sight Fax Operating Guide 1 1 Server Installation and Configuration Server Functionality 1 2 4 Sight Fax Operating Guide Server Functionality SERVER INSTALLATION amp CONFIGURATION Background Information Minimum Network Configuration Typical Server Requirements 4 Sight Fax Operating Guide Server Installation and Configuration Before using your 4 Sight Fax system you must have the server software installed onto the fax server machine and the
174. ith QuickMessenger QuickMail 1 Select INCOMING GENERAL NOTIFICATION in the 4 Link Notification MANUALLY ROUTING preferences FAXES VIA QUICKMAIL 2 When alerted by 4 Link open the 4 Link DA and view the incoming message by double clicking on it new messages are marked as unknown and are at the top of the incoming queue 1 42608 58773 a FAX INTERNATIONALE AS MSN eee En FACSIMILE FROM MOREWARE Piro A A EON mud em UIER AMA INET Tr A cs 3 Click the Forwarding Tool ui 10 16 4 Sight Fax Operating Guide Integration Faxing Via QuickMail Incoming Recipient Details For the attention of Richard Turnbull Message Sub Apologies for absence 4 Typein the name of the recipient and the fax subject 5 Click on the MAIL button and you will be asked to confirm that this message should be forwarded to the appropriate user Q QuickMail To Richard Turnbull MailCenter EDS IUORLD Zone L Send alias of file If the Mail button is grayed then you need to install the QM Engine extension into your system folder The incoming message will then be sent to the recipient as a file enclosure with a QM message 4 Sight Fax Operating Guide 10 17 Faxing Via QuickMail Integration Viewing A Received Fax 1 When alerted by QuickMail open the DA Via QM Qui k M ail Ve
175. ize 4 Sight Fax Operating Guide 2 29 Comms Server Reference Server Functionality Low Memory Warning While Comms Server is launching it checks to see if there is enough RAM available in order to image faxes at the required level of gray If there is not enough RAM available the following dialog is displayed There is not enough memory available for Comms Server to perform Gray Scale imaging Imaging will only be performed in Black amp White and Gray Scale faxes will be rejected Select the Imaging option from the Setup menu to change this setting Gray scale faxes will now be rejected If you wish to change this open the Imaging setup dialog within Comms Server Fax Fonts Fax Fonts Configuration 3 Reject non existent fonts O Reject non ATM and TrueType fonts x Fractional Widths Enabled for PICT files Default font for text files Font Helvetica MO size 12 v The quick brown fox jumps over the lazy dog If you have hundreds of fonts installed there may be a long pause before the full dialog window appears Reject Non Existent Fonts checking ECT NON EXISTENT FONTS the Comms Server will reject back to the Sender any faxes containing fonts which are NOT installed on the Fax Server machine 2 30 4 Sight Fax Operating Guide Server Functionality Installing Relevant Fonts Using system 7 Using system 7 1 or later Reject Non ATM and TrueType Fonts
176. layed EM New Message Destination List Name Enclosures Control x ve Enclose Address Number of files enclosed O Cover Page Message Subject Address 4 Sight Address Book Vs Options Public Use cover Standard wW Fine Resolution Urgent Private Delay None 54 4 Sight Fax Operating Guide Client Functionality Subject Comment Text 4 Sight Fax Operating Guide Sending A Fax The New Message window allows you to select a cover page for transmission add text describing the fax including a title and enter addressing information add a title or subject of the fax along with the text entered into this window will automatically be placed on your cover page specify the resolution of the fax standard or fine the time you wish the fax to be sent for example if delayed and to set its priority at the Server select a public name if you have privileges select a private fax if you have privileges select urgent fax if you have privileges For information on custom fields please see Chapter 5 This field automatically defaults to the name of the document you are printing if you are faxing from within an application although it is editable by selecting the existing text and typing over it The subject entered here will appear on the selected cover page as the title of the fax documen
177. lays a description of the Print dialog features The Cover Page Grayscale Fine Resolution and Delay AN functions may all be set within the 4 Link Send Message window However this functionality is configurable from within the 4 Sight Fax Print Driver as well because it is not available from the E Mail that may be integrated with 4 Sight Fax When you have completed filling out the Print dialog you can click on the OK button or press the RETURN key to start the imaging of your fax If Preview was checked a preview window will appear as shown on the previous page When you have finished previewing the document click the Fax button After a few moments the appropriate addressing window will be displayed either 4 Link QuickMail or Quarterdeck Mail Users selecting 4 Link refer to the discussion of Faxing via the 4 Link DA in the following pages Users selecting QuickMail refer to the discussion of Faxing via QuickMail in Chapter 10 Users selecting Quarterdeck Mail refer to the discussion of Faxing via Quarterdeck Mail in Chapter 12 7 9 Sending A Fax THE 4 SIGHT FAX DRAGGIN Configuring The Fax Draggin 7 10 Client Functionality 4 Sight Fax provides an easy to user drag and drop faxing utility called the Fax Draggin It enables users to complete the above set of tasks i e Creating a fax on application documents by simply dragging application documents to the Fax Dr
178. les the administrator to add new users which after they have been saved will be displayed in the User List window enabling the administrator to Edit and Delete the Users that have been created when required After clicking the New button the New User dialog below is displayed Liner brir me me rim tree Line Prinia O Aare ee O Fall quem O nee wii nir O nee O fierce wre kane ar public O ras 4 Sight Fax Operating Guide 3 9 Security User Details Name Password Type User Privileges Administrator Access To Server 3 10 Server Functionality This is divided into 4 separate areas 1 User Details 2 User Privileges 3 Group Membership 4 In Bound Routing This category consists of In this field the administrator types the individuals user or login name this must be unique The administrator may add a password for each user which the user has the option of altering On first entering the password the administrator is able to see the text but on subsequent editing of the user password it will be hidden by a standard string of five bullet points This allows the administrator to configure each user as a Mac client using 4 Link or an integrated mail system see Chapters 9 and 11 or a PC dient using PC Link see System Add Ons Chapter 9 Mac Client Not all user and group func
179. list and then clicking OK Double clicking the name also works If the window appears without any servers listed this indicates that your network server is not currently active and faxing cannot continue For a Server to be active means that Comms Server is currently running and it is configured to allow 4 Link access Ask your network administrator to check if your Server has 4 Link access activated Specific information regarding this option can be found under 4 Link Access in the Server Configuration section 6 6 4 Sight Fax Operating Guide Client Functionality Logging In 4 Sight Fax Operating Guide Client Installation and Configuration Once the server has been selected the user is then presented with the following dialog allowing the user to select their login name from the Server Please select a user Administrator Brett Craigmile Claudine Peet Ed Morey Helen Brown lan Adkins John Harvey John Baird Kim Hedley Louise Muirhead Roger Brittain Suzanne Blakey Terry Lawes From the name list dialog the user highlights their name and clicks Select N If a users name does not appear in the name list dialog the administrator or a user with administrator privileges must add to or edit the user list See Chapter 3 Security If you did not get this dialog please select 4 Link from the Apple Menu The user should then be presented with the dialog on the next page By pressing the Name button
180. local fileltem filelnfo folderList fResult flatList set flatList to we start with an empty list if count of fileList gt 0 then repeat with fileltem in fileList if this is a file in a sub folder then we must create a path specification if parentfolder is not then set fileltem to alias parentfolder as string amp fileltem as string end if set filel nfo to info for fileltem if the target is a folder then we recurse if the folder contains any items if folder of filelnfo then set folderList to list folder fileltem 4 Sight Fax Operating Guide 13 21 AppleScript Integration if count of folderList 20 then set fResult to flattenFilesAndFolders folderList fileltem f it expanded to a list with something in it then we append that to the list if class of fResult is list then if count of fResult gt 0 then set flatList to flatList amp fResult end if else set flatList to 1 exit repeat end if end if else 13 22 4 Sight Fax Operating Guide Integration AppleScript If itis a file then we check its type and if itis OK we add it to the list if not FileTypeOK fileltem then displayMessage File tailName fileltem is of the wrong type Cancel Fax set flatList to 1 exit repeat else set flatList to flatList fileltem end if end if end repeat end if return flatList end flattenFilesAndFolders Simple routine to check that the filetype and creator of t
181. m end of the serial cable is standard 25 way D connector Connect this to the fax modem computer interface power supply telephone line telephone socket serial cable Server Installation and Configuration Server Functionality Connecting The Security Dongle Finally connect the power supply to the modem and the telephone cable into your fax telephone line socket If you wish to make a replacement serial cable please refer to the Hardware section which describes the specification Before installing the fax server software it is also necessary to attach the Security Dongle Dongles are used to licence your use of software and enable the configuration number of users and number of channels that has been purchased The installation procedure for a dongle is as follows 1 Shut down your Macintosh 2 Connect the male connector of the dongle into any free ADB port ADB ports are located at the rear of your Macintosh and are identified with this icon 3 Start up your Macintosh If your computer does not have a free ADB port available then carry out the following procedure 1 Shut down your Macintosh 2 Disconnect the cable which is plugged into any Macintosh ADB port 4 Sight Fax Operating Guide Server Functionality oe Hardware Installation Multi Channel Comms Server 4 Sight Fax Operating Guide Server Installation and Configuration ADB ports are located at the rear of your Macintosh and are iden
182. minutes After a time has been entered and OK clicked to confirm the following modal dialog is displayed Forced Disconnection All users will be disconnected from this FAH Server in 5 minutes Cancel Forced Disconnection Security Quit EDIT MENU Undo Preferences Preferences USERS MENU User Setup Default User Setup Import User List Export User List 3 8 Server Functionality This provides the administrator with the option of cancelling the previous command or allowing them to monitor the progress of the user disconnection functionality Quits the 4SFax Administrator utility UNDO CUT COPY PASTE CLEAR and SELECT ALL all have the standard Macintosh functions Selecting this option displays the following dialog Security Setup Force clients to use password This allows the administrator to force users to have passwords rather than letting them choose to have no password This menu is concerned with the setup and configuration of network users Before 4 Sight Fax may be used from client machines it is essential to setup and configure network users 4 Sight Fax Operating Guide Server Functionality Security User Setup When accessing this option for the first time the following dialog is displayed User Setup User List eummmi oa Brett Craigmile Claudine Peet Dave Kitson lan Adkins Roger Brittain Suzanne Blakey This enab
183. n Before using your 4 Sight Fax system you must have the server software installed onto the fax server machine and the user software installed onto each workstation This section details the installation of the 4 Sight Fax software on the User machine s Macintosh or better with a14 inch monitor System 7 or later 1 MB of available Hard Disk space Approximately 300K of available application RAM The 4 Sight Fax User software is automatically installed by using the Apple Install utility supplied on the disk 1 Insert the disk labelled 4 Sight FAX USER 2 Double click on the Installer icon Installer 3 Atitle screen appears click Continue Welcome to the 4 Sight FAX Client Installer a To install all necessary user software simply click the install button in the next window If you intend to use 4 Sight FAX with QuickMail or Quarterdeck Mail select Custom Install from the easy install menu and select only the Printer Driver and Fax Switcher to be installed Copyright 1990 1996 4 Sight ple All rights reserved 6 3 Client Installation and Configuration Client Functionality What Files Are Installed By default the Easy Install dialog is selected User Installer Easy Install v Installing 4 Link 4 Sight Fax 4 Talk Fax Switcher 4 Sight Fax Draggin Destination Folder a Select Folder
184. n Fong BCC Thank you for your help Suzanne LE Subject Message Field Address Field field Displays the Address window allowing you to assign the recipient of the message described in the next section This is the text field where you can enter the subject of the message to be displayed on the cover page This field allows you to send a covering message on the fax cover page Normal is the default priority setting for the message The priority can be altered by clicking and selecting on this drop down menu The other priorities available are most urgent first URGENT ASAP IMPORTANT NORMAL AND BULK On a network the Comms Server analyses the priority of all messages produced and transmits them according to their priority and their age oldest first When the message has been addressed click this button to send it Faxing Via QuickMail 10 6 Receipt Enclosure MPNT PICT TEXT FAX Integration J ust as a fax machine prints out a transmission report you can ask 4 Sight Fax to give you a report of your fax transmission This is achieved very simply by using the Receipt button After a fax has been successfully transmitted you will receive a QuickMail message telling you what happened i e when it went how long the message took to send how many times it tried to connect before successfully transmitting You can then save or delete this message as required
185. n List Name Address Beryl Baird 4 Sight FAX Brett Craigmile 4 Sight ple Suzanne Blakey 4 Sight plo Tom Foster 4 Sight iSDN Name Current Address Book 4 Sight Address Book The window displays two lists The left hand list is the address book itself The right hand list contains the destination addresses selected from the address book for the current fax Addresses may be added deleted or edited in both lists by clicking the New Move Edit or Delete buttons 7 16 4 Sight Fax Operating Guide Client Functionality Sending A Fax Creating A New Address To create a new entry click the New button and the edit dialog box is Entry displayed Recipient s Details Address Number Type Fax w The edit dialog has fields for name number and address Use the Tab key to move from field to field in order to edit the text Use the OK or Cancel buttons to indicate that the changes should be saved or ignored Editing An Address Entry Entries may be edited by selecting the entry in the list and clicking on the Edit button The edit dialog is displayed For information on using the edit dialog please refer to Creating a New Entry on the previous page Searching For Entries Address entries can be selected in the active list by either moving up and down the list with the cursor keys or by soft keying a name to search for For example to find names starting with G type G and the first match in t
186. n the server either whilst at the server machine or remotely from a user s machine To configure the Comms Server application double click to launch it it is located in the 4 Sight Fax folder in your Hard Disk folder The first time that you do this after installing the application you will be asked the following When you have installed Comms Server it will need to be configured before you can use it for the first time Please enter your company details Name Address 4 Sight Fax Operating Guide Server Functionality Creating A Start up Application 4 Sight Fax Operating Guide Server Installation and Configuration 1 Enter your company s details This information will automatically appear on the default fax cover sheet Please select the device type you are using Rmber Logic Aware PowerFax Comi 219H Comi MU219N FlexFax FlexFax Jnr FlexFax Pro Ultra Fury 14 4 amp 19 2 Fury Fax 9600 Hasler Fax Hasler Hayes Accura Optima LCE 126P Leonardo Pan MicroCom 134 ESII v MultiTech II amp ZDH NetComm M4F M7F Omron ME2814B11 PACE PRIeCOM 14 4 Prometheus Fax PSI COMstation II PSI C Mstation U Psion PDM4 amp 40 Psion PDM50 amp 60 RoadRunner Quin SmartLink M4F SmartLink U32bis v 2 Select the relevant device from the list It is a good idea to make Comms Server a start up application eg one that opens automatically when the Macintosh
187. nality Clicking the Address button displays the Address dialog Rddress Book TO 3 Wendy Apps 4_SIGHT 3 Andrew Baird 4_SIGHT 3 Jan Banham 4 SIGHT 3 Chris Beck 4_SIGHT 3 Heidi Bobzin amp 4 SIGHT Helen Brown 4 SIGHT Karine Chanot 4 SIGHT G Nicola Coates amp 4 SIGHT 3 Brett Craigmile 4 SIGHT Angela Dyble 4 SIGHT 3 Tony Ebel 4 SIGHT 3 Kim Fairbrother 4 SIGHT 3 Terri Gamble 4 SIGHT 3 Caroline Gayne 4 SIGHT Find Special Send This behaves similarly to the Address Book dialog again please refer to previous pages for information on its functionality 4 Sight s QuickSender interface is aimed at being as close as possible to QuickSend However as may be seen from the QuickSender window and Address Book dialog there are certain restrictions and these are detailed below Dragging addresses from one list to the other in the main addressing window is not done You will have to use the tab or return keys or double click on the address You also can drag addresses to the trash can just tab the selected addresses back to the address list on the left QuickMessenger does not support delayed transmissions and consequently you will not find a Delay button in any of the addressing dialogs QuickMessenger does not allow the specification of a form and consequently you are limited to only using the standard QuickSend form
188. network ask the user to pick a new server or to change the server to use with or without a user interface The third set of commands allow the user to easily switch between their standard printing device driver and the 4 Sight Fax Printer Driver It also provides an interface for setting any of the values that can be set in the Printer Driver Page Setup and Print dialog interfaces in a programmatic way The AppleScript representation of a fax message is as a record with the following properties you can think of these as fields of a record if you are used to that name AppleScript calls them properties so that is the term we shall use here From string who the message is from default username Subject string what the message is about Header small integer Cover page to use default none ReplyRequested boolean return receipt required default none CommentText string cover page comment text Enclosures list of file specification files to send Addresses list of Address es who to send the message to All properties of the message are optional except for the Addresses property This tells the Fax Server where to send the fax to 4 Sight Fax Operating Guide Integration AppleScript The Anatomy of a Message Like a Message record an Address is another record which contains Address properties to represent various parts of the address here are the summary details Recipient string who to
189. ng Guide 7 1 Sending A Fax Client Functionality 7 2 4 Sight Fax Operating Guide Client Functionality Sending A Fax SENDING A FAX File Formats 4 Sight Fax sends documents to the fax modem that have been converted into a 4 Sight proprietary fax format It can also send plain text MacPaint bitmapped graphics and standard PICT documents without conversion However other application specific formats must be converted To convert an application s document format eg a ClarisWorks file into one that 4 Sight Fax can send you simply print the document using the Fax print driver This converts the file format and allows you to send the document directly or save it to disk for later transmission either alone or in conjunction with a number of messages and documents that together form an enclosure 4 Sight Fax format file Message Conduits Once converted there are two message conduits through which the document s may be addressed and sent to the fax modem The standard addressing conduit is the supplied 4 Link desk accessory and its associated functionality including QuickFax and the fax Draggin 4 Link which allows you to bundle into an enclosure and a number of pre formatted documents along with a text message and selected cover page It includes address books for storing frequently used fax addresses and allows faxing of the enclosures to multiple locations Fax Draggin is an alternative method please see page 10 The s
190. ng PICT file a profile 2 35 Creating 2 33 Creating background PICT 2 34 Positioning automatic text fields 2 35 Problems C 6 Setup Options 2 36 Using Postscript Graphics 2 37 Creating 1 13 4 Sight Fax Operating Guide Index D Default Group Setup 3 18 Default User Setup 3 12 Device Configuring 2 15 Disable Users Logins 3 7 Disconnect Users 3 7 Dongle xx Drag and Drop 13 19 Examples 13 20 E Export User List 3 13 Exporting Address Lists 2 26 7 18 F Fax Delaying 7 15 Enclosures 7 14 Fax Bridge Configuring Queue Folder 9 11 9 12 Connect Times 9 12 Receipts 9 12 Fax Bridge Configuration 9 11 Fax Devices B 7 Fax Draggin 7 10 Configuring 7 10 QuickDraw GX 7 12 Using 7 11 Fax Shots A 4 Fax Switcher Configuration 6 19 1 5 Index Enable System Menu 6 20 QuickF ax Hotkey 6 20 Fax Switching Modified Print Menu 6 20 Fax Swticher Problems C 5 Fax Viewer 10 15 12 12 Icon 10 15 12 12 Installing 12 12 Faxing Broadcast 3 11 Priority 3 11 Private 3 11 Receiving 8 3 Sending 7 19 Faxing From An Application Document 7 3 Faxing Via 4 Link DA 7 12 Faxing Via Quarterdeck Mail 12 3 Faxing Via QuickMail 10 3 Features xvii Files Installed 1 11 1 12 FlexFax E 9 Font 1 15 Font Problems D 16 Font Rejection 12 9 Fonts 1 14 1 15 1 16 Adobe Type Manager 2 31 B 5 Checking 1 14 Reject non ATM 2 31 Reject TrueType 2 31 Fractional Widths 2 32 Further Configuration 1 15 Further Information 1 14 G Gray
191. nge Password which displays the following dialog Change Password Old Password amp amp amp New Password amp amp amp Double Check amp amp amp amp 3 3 Security 3 4 Server Functionality You will be asked to enter an existing password on initial access this field should be left blank and then the new password twice The is displayed instead of the actual characters to preserve security After password configuration if the Administrator access only check box is clicked then each time an attempt is made to alter any Comms Server configuration the following dialog will be displayed Please enter the Administration password 6666666 X Remain logged in The network administrator is given the opportunity to remain logged into Comms Ser ver this is useful if number of configuration changes need to be made in a single session After finishing configuration to re secure access to Comms Server select the Logout option from the File menu New SEN Open 380 Close W Save 5 Save As Page Setup Print 3P 4 Sight Fax Operating Guide Server Functionality 4SFax Administrator SETUP MENU Device 36U Queuing 6 Server Security Security Setup Rccounting Archiving Server Address Book Imaging Fax Fonts Cover Pages 4 Sight Fax Operating Guide Security Users wishing to access Comms Server now
192. nitor This means that if there is a problem with printing other processes can continue which is not the case if PrintMonitor places an alert on the screen 4 Comms Server can be imaging a queue item when printing another Printing Sounds This checkbox allows you to specify whether you want to hear the Comms Server sounds for beginning and ending a print job Printing and Imaging It is now possible to prioritize Comms Server tasks If you enable the Priorities Prioritize over Printing option in the Printing configuration dialog under the Comms Server Setup menu it ensures that approximately 30 faxes are prepared per channel before any printing task will begin 2 20 4 Sight Fax Operating Guide Server Functionality Accounting 4 Sight Fax Operating Guide Comms Server Reference Accounting Configuration O Incoming Outgoing 4 Enabled New log every Week Month Include X Reference O Pages Standard Date Time PagesFine EJ From 3 Pages Total 4 To 4 Duration O Company O Device Type 4 Subject L Device Name 3 Number O Priority The accounting log is automatically created by Comms Server allowing you to analyze the processing of messages The file is in plain text format with tabs between each field and is saved into the CS Log folder This file can be imported into a spreadsheet program for analysis FAX COSTS 10 9 96 The period between new logs being created is specified
193. not necessarily need to be dedicated to just these applications but in order for Comms Server to operate the QuickMail Server QuickMail Administrator and Comms Server must be running The FAX MailBridge should be handled by QMA of the Comms Server machine If you are running an AppleShare network the QuickMail Server VERSION 2 6 OR LATER ONLY can be run as a background process on the same machine as your AppleShare Server QuickMail Server Machine Macintosh SE or better with 4 MB RAM QM Admin Comms Server Machine System 7 8 MB RAM for system 7 9 5 QuickMail Server Integration Integration The example below describes the installation of the FAX MailBridge The INSTALLING first part of the installation must be carried out on the machine running the MAILBRIDGES QuickMail Server Since this manual went to press it is possible that some of the dialogs may appear slightly different if you are using a newer version 1 Insert the Mail Integration disk 2 Copy the FAX MailBridge file it is called 4 Sight Fax into the QA Folder which is found in the same folder as QM Administrator generally the System Folder 4 Sight Fax System Folder SOS 32 items 18 151K in disk 1 666 3 Launch QM Administrator 4 Create a new MailCenter by selecting New MailCenter from the File Menu We suggest you name it after the type of device that it will be representing on the mail system e g FAX if it is a F
194. nread documents are marked Unknown The title of document as assigned when read Unread documents are marked Unknown The current status of Comms Server displayed at the bottom of the window showing the status and error messages An incoming call has been received and the system is negotiating The connection has been established at the baud rate shown The fourth page of an incoming fax is being saved to the hard disk The document is being printed An error occurred while receiving the document Comms Server is currently idle Outgoing Comms Server Queue Queuing On Archiving On Accounting On Enabled 1 9 1 96 4 37 pm 9 1 96 5 20 pm 9 1 96 5 20 pm BE FF OF am Sent Page 1 4 Waiting Sus Sb Invitation Lists Sb Sales Figures Sb Sales Figures Sb atarna tional Forse Fm Gary Taylor Fm Richard Turnbull To Chris Harris Fm Richard Turnbull To David Coombes Fm Paul igang To fanny Whita Italicized items are currently suspended To Terry Baker 4 Sight Fax Operating Guide Server Functionality Queue Setup Date amp Time Fax Status Waiting Page 1 4 Failed 3 Max Retries Suspended Rejected Sent Printed From To Subject Server Status Page 1 4 Sending Last Page Printing 4 Sight Fax Operating Guide Comms Server Heference Queuing On Archiving On Accounting On The setup of the queue regarding queuing archiving and accounting 9
195. nstalled the Mail button will be available as shown For information about using the Mail button please see the previous pages 4 Sight Fax Operating Guide QuickMail Server Integration Chapter 9 Faxing Via QuickMail Chapter 10 Quarterdeck Mail Installation and Configuration Chapter 11 Faxing Via Quarterdeck Mail Chapter 12 AppleScript Chapter 13 9 2 Integration Integration Integration QuickMail Server Integration QuickMail Server Integration 4 Sight Fax Operating Guide 9 1 QuickMail Server Integration Integration 9 2 4 Sight Fax Operating Guide Integration QUICKMAIL SERVER INTEGRATION Supported Versions Machine Configurations 4 Sight Fax Operating Guide QuickMail Server Integration IMPORTANT Before installing Mail gateways it is necessary to configure mail users as fax users This section describes the installation and configuration of a QuickMail MailBridge into an existing QuickMail Server It then moves on to the specifics of the 4 Sight Fax MailBridges It is assumed that your QuickMail Server is installed and that all UN users have the QuickMail DA installed on their workstations You must also have already installed your 4 Sight Fax Server amp User software This 4 Sight product can be used with QuickMail versions 2 2 x or later The link between QuickMail and Comms Server is made by a piece of software called a MailBridge Before installing
196. of this is that it contains all the information about a message and can specify multiple addresses who the fax is from the subject which cover page to use whether you want transmission receipts the cover page comment text as well as a list of other file enclosures The second form is used when there is only a single address You cannot specify some of the fields that you can if you use a message record but you can still specify the subject the comment text which appears on the cover page the list of files to enclose urgency and transmission delay The advantage of the second format is that it is simpler to use 4 Sight Fax Operating Guide 13 13 AppleScript QuickFax Examples Printer Management Switching to and fro 13 14 Integration set addr to New Address for David Townend of 4 Sight at 01202 761666 urgency 100 QuickFax addr about AppleScript Faxing saying It is really simple set msg to New Message from Ed Morey about AFC Bournemouth with cover page 1 create the first address add it to the list set addr to New Address for David Townend of 4 Sight at 01202 761666 urgency 100 set Addresses of msg to addr create the second address append it to the list set addr to New Address for Laura J acobsen of 4 Sight L C at 1 515 555 1234 set Addresses of msg to Addresses of msg amp addr invoke user interface QuickFax msg The Switch Printer and Change PrintSetup
197. og which alter the options within the dialog The various Preferences are as follows 6 9 Client Installation and Configuration Client Functionality Server Prefs comprising Connection Method Server selection and Queue Display Options f Server Prefs Name Prefs Notification Prefs Startup Prefs Name Prefs comprising Login Name Password Alias and Public Name Notification Prefs comprising Outgoing Incoming and Method Startup Prefs comprising startup options and Public Name Each of these options will now be explained in detail Server Prefs 3 User Preferences 3 Server Prefs hd Connection Method D Direct to Comms Server Via 4 Sight Message Server Currently Selected Server s res Fax Server Queue Display Options O Show messages for all users Connection Method The default for this option is Via 4 Sight Message Server Direct to Comms Server may be used only when 4 Link and Comms Server are resident on the same machine Currently Selected Server If you wish to change the server to which you are connected click this button and the server picker will be displayed 6 10 4 Sight Fax Operating Guide Client Functionality Queue Display Options 4 Sight Fax Operating Guide Client Installation and Configuration Select a Message Server Suzanne Blakey 7100 Sales Fax amp ISDN Server Fan Server fippletalk Zones Rdmin Bournemouth Rdmin LocalTalk For
198. og When a fax has been sent successfully if configured in preferences the user will receive a similar dialog to the one below 4 Talk Message for Richard Turnbull Server Fax Server Bournemouth For Richard Turnbull Message Your Fax To David Coombes 0171 123 4567 Subj Sales Figures Was sent at 5 22 17 pm on Tuesday November 9 1996 The message will be stored in the queue marked SENT for a period specified in the Server setup After this time has elapsed the entry will automatically be removed from the queue 7 26 4 Sight Fax Operating Guide Client Functionality Sending A Fax Fax Failed Notification If the fax failed to transmit after the maximum number of retries as Dialog configured in the Server Device setup then a more distinctive chime will be sounded and the following dialog is displayed Click the Open button to open the 4 Link DA The failed message is highlighted in the queue Use the Edit button to open the Message Information window to correct the problem 4 Talk Message for Richard Turnbull Server Fax Server Bournemouth For Richard Turnbull Message To David Coombes 0171 123 4567 Subj Sales Figures Failed to be sent after 4 retries 4 Sight Fax Operating Guide 7 27 Sending A Fax Client Functionality 7 28 4 Sight Fax Operating Guide Client Functionality Receiving A Fax Receiving A Fax 4 Sight Fax Operating Guide 8 1 Receiving A Fax Client Functionality 8 2 4 S
199. ommunications folder if using system 6 Also check the list of enabled INIT Extensions in the start up list The Communications Manager failed to open Restart your Macintosh and reinstall CommToolbox if you still have problems The Communications Manager is not supported sorry Install CommToolbox on your Macintosh The Communications Manager rejected us Restart your Macintosh and reinstall CommToolbox if necessary The Communications Manager says there are n requests pending Restart your Macintosh and reinstall CommToolbox if necessary Failed to initialize the CommToolbox Resource Manager When you launch Comms Server the program initializes CommToolbox This message indicates that Comms Server has been unable to do this Restart your Macintosh and if it still fails reinstall the CommToolbox Failed to initialize the CommToolbox utilities Restart your Macintosh and if it still fails reinstall the CommToolbox Failed to initialize the Communications Manager Restart your Macintosh and if it still fails reinstall the CommToolbox D 11 Server Troubleshooting Reinstalling The CommToolBox D 12 Appendices The Communications Manager failed to close Restart your Macintosh and reinstall CommToolbox if you still have problems The Communications Manager failed to open when requested Please restart your Macintosh and try again Follow the instructions Comms Toolbox device failed to open Check that no o
200. onfiguring this dialog please click OK to save settings To make the individual s fax number appear on cover pages it is then necessary to edit your cover pages Select the relevant cover page under the Comms Server Edit menu 4 8 4 Sight Fax Operating Guide Server Functionality 4 Sight Fax Operating Guide El Fon Fma 588121 Sueca Subgect Comme Tea Pt Automated In Bound Routing The cover page tool bar features a new button which when clicked displays a new field to be positioned on the cover page users personal fax numbers This field combines the previously mentioned Common Personal Fax No Prefix and the users Personal Fax No Suffix After configuring Comms Server for Automated Inbound Routing it is necessary to apply personal fax numbers to individual users using the 4SFax Administrator application Please see Security Chapter 3 for details on this 4 9 Automated In Bound Routing Server Functionality 4 10 4 Sight Fax Operating Guide Server Functionality Custom Fields Custom Fields 4 Sight Fax Operating Guide 5 1 Custom Fields 5 2 Server Functionality 4 Sight Fax Operating Guide Server Functionality CODE BOOKS Custom Field Configuration 4 Sight Fax Operating Guide Custom Fields 4 Sight Fax features three new customizable Accounting fields These may be used to store additional information in the Accounting Log perhaps for billing pu
201. ons on disk and then invokes the transport application either 4 Link or a mail system The supplied F Key facility allows you to switch to the fax print driver quickly and automatically switch back to the normal printer Comms Server is Apple CommToolbox compatible and should work with most compatible serial ports However 4 Sight only guarantee operation using either the built in Macintosh modem port or the 4 Sight supplied serial cards The cards we supply have a processor and memory which helps by removing the detail of keeping the ports active and stops Comms Server being I O bound What Throughput Of Faxes Can Expect The throughput of 4 Sight Fax varies according to many factors The main factors are the power of the machine and what else the machine is doing First transmitting a fax can take anywhere from a few seconds to twenty minutes depending on the fax content and the speed of the receiving fax machine and dialling and start up time Faxes with large amounts of grey i e black white black dots will take a lot longer than plain text or white space Typical faxes take about 30 seconds per page to send in standard mode one minute in fine mode This leads to a maximum figure of about 750 standard fax pages per working day per output channel Average faxes sent by average office workers are three pages long including the cover page Thus about 300 users can send one page each day or 100 users can send three f
202. or E Mail to another recipient Refer to Forwarding a 4 Link Fax Message on the following pages for more information 8 5 Receiving A Fax Client Functionality Print E this 4 Link menu item will print the fax to the device selected in the Chooser You can select any range of pages to print for multi page faxes as well as specify a number of copies Save As this item allows you to save a received fax in one of a number of file formats When selected it presents you with a standard Macintosh file save window c Hard Disk C3 Rpplications Hard Disk O Current Jobs C3 System Folder kiesi O Utilities Save document as Select file format Cancel B Q E i n PICT TIFF You can rename the received fax if you wish and click the appropriate icon to choose a file format The formats available are PICT files can be opened and printed in most paint and draw programs Most desktop publishing and word processing programs allow placement of PICT graphic files The document will be saved as one large bitmapped area at the received resolution 200 x 100 dpi Standard or 200 x 200 dpi Fine PAINT files consist of a screen resolution 72 dpi bitmapped image PAINT documents may be opened and printed from most paint programs 8 6 4 Sight Fax Operating Guide Client Functionality Receiving A Fax TIFF files are high resolution bitmapped graphic files that may be opened and printed by some of the higher
203. or Incoming faxes they will not be deleted until they have been N read After being read they will be deleted x hours after being read if delete time has already passed Security Features For security options and features please see Chapter 3 Printing Printing Configuration Incoming Outgoing Printed copy of messages Off First Page Only All Covers and one copy of Enclosures Full Printing O Direct Postscript Printing NOT SET 3 Printing Sounds Prioritise imaging O over printing This allows you to specify any hard copies of transmitted or received faxes The hard copy will be printed to the printer which is currently selected in the Chooser of the machine on which Comms Server is running To achieve the best results we suggest that you make the following changes in the page setup in the file menu 2 18 4 Sight Fax Operating Guide Server Functionality Incoming Outgoing Off First Page Only All Covers And One Copy Of Enclosures Full Printing 4 Sight Fax Operating Guide Comms Server Heference LaserWriter Page Setup Paper US Letter A4 Letter O US Legal B5Letter _Tabloid Reduce or igo Printer Effects Enlarge Font Substitution Drientation Text Smoothing Graphics Smoothing E Faster Bitmap Printing Select the correct paper size Turn off font substitution T
204. or archiving to operate auto deletion of queue items must also be enabled this is because a file is not archived until it is deleted from a queue Documents are archived in FAX format and can be viewed using the Comms Server Open command or resent via the RESEND FROM ARCHIVE command in the Commands Menu In order to trace a particular archived file you need to first look at the accounting log to find the unique reference number incoming faxes have the prefix I Files in the archive are named using this unique reference number An easy way to find an archived file is to copy the unique UN reference number from the log open the Find File command in the Finder and pasting in the reference number The volume of transactions processed may mean that an archive N folder will rapidly fill up with several hundred files and this may affect the speed of the Comms Server To overcome this a new dated sub folder is created periodically within the one you have just specified 4 Sight Fax Operating Guide 2 23 Comms Server Reference Server Functionality New Sub Folder Every The period between the new folders being created is specified by choosing a new sub folder every DAY WEEK or MONTH Also due to the fact that archive files are basically graphic images they can rapidly fill up your hard disk For instance an A4 page typically occupies 30 40K of disk space Please make sure that you have enough disk space available for archiving an
205. or the main application setting several system variables which cannot be specified when the application itself is launched f CD The application takes around 700K of disk space and typically 1500K of RAM when loaded dependent upon application configuration This menu lets you do the following New Open Close Save Save As Page Setup Print Logout Quit 2 3 Comms Server Reference Server Functionality New Opens a new text window Open Opens a Comms Server file either a log file or an archive Close Closes a Comms Ser ver file Save Saves changes to any Comms Server files Save As Allows you to rename a file Page Setup Allows you to specify the page setup for printing Print Prints the foremost window Quit Quits the Comms Server application All the menu items from the Edit menu listed below all have the standard EDIT MENU Macintosh functions Undo Cut Copy Paste Clear and Select All Cover Page gt Company Info Show Clipboard 2 4 4 Sight Fax Operating Guide Server Functionality Cover Page 4 Sight Fax Operating Guide Comms Server Reference Allows you to position the automatic text fields on the cover pages Standard Standard 362 Standard 363 Standard 364 Standard 5 Standard 366 Standard 367 Standard 368 Standard 9 Standard 0 Standard Standard Standard Standard Cover Page Sele
206. ort and an outgoing analog port If the router is digital based then it will generally feature an incoming digital port and one or two outgoing analog ports this is because digital router has to convert a digital signal to analogue and convert DDI to DTMF Modem A special type modem is required to be able to parse DTMF tones to Comms Server as well as do the normal tasks associated with modems These are generally modems with voice functionality as well as fax and data Please contact your relevant 4 Sight office or reseller for information on modems supporting this functionality The hardware configuration may alter not only according to which country you are in but also according to the telcom setup that you have at your organization Normally the router hardware will include documentation describing a variety of environments and the appropriate configurations required If you have a PBX system then please contact your relevant 4 Sight office or reseller for assistance as some PBXs may be able to parse DTMF tones and digital to analogue conversion Below are diagrammed simplistic setups for US amp Canada and Europe Analogue Analogue Truck Line Analogue Line Voice 4 Sight Router Modem Fax Server Network 4 Sight Fax Operating Guide Server Functionality Europe Software Configuration 4 Sight Fax Operating Guide Automated In Bound Routing ISDN2 Digital Analogue Voice 4 Sight Network Digital Router Line Modem F
207. our fax system please ensure that only users with the same versions of client software as the server are allowed to connect to this Comms Server Server Installation and Configuration Server Functionality Installation 1 Insert the disk labelled 4 Sight FAX SERVER Please print out the accompanying Read Me file located on this first disk for the latest information on using and configuring 4 Sight Fax 2 Double click on the Installer icon Installer 3 Atitle screen appears click Continue welcome to the 4 Sight FAX ht FAX Server Installer To install all necessary server software simply click the install button in the next window If you wish to customise the installation process select Custom Install from the easy install menu and select the files Copyright 1990 1996 4 Sight plc you wish to install AM rights reserved 1 10 4 Sight Fax Operating Guide Server Functionality What Files Are Installed 4 Sight Fax Operating Guide Server Installation and Configuration The Easy Install dialog appears E Server Installer Easy Install Installing Comms Server 4 Talk Serial Tool Sample Cover Pages Destination Folder Quit ea Select Folder Macht on the disk Macintosh HD Install By default the Easy Install option is selected If you want to change the location where the soft
208. ous downloads The AppleScript Developer kit consists of a single file called 4 Sight Developer API that the user copies to their Scripting Additions folder found in the System Extensions folder Once this file is present on their system the full Fax Developer Kit is available to them from AppleScript and any application that is capable of running AppleScripts i e applications that fall into the category of being attachable e 9 QuicKeys FaceSpan UserLand Frontier etc You must also have AppleScript installed and running on your machine The language extensions that the developer kit provides is split up into three distinct groups Creating Messages New Address New Message Save Message UserName Sending Messages Current Server Pick Server QuickFax Send Message Use Server Manipulating the 4 Sight Fax Printer Driver Change PrintSetup Get PrintResults Switch Printer 135 AppleScript Creating A Message The Anatomy of a Fax Message 13 6 Integration The first set of commands are used to create and address messages The second set are used to send these messages directly to a server or to invoke the QuickFax interface of 4 Link to allow the user to confirm the message with possible changes before sending it to the server this allows the creation of boilerplated fax messages The second section also contains the commands to check that the users currently selected server can be found on the
209. p down menu enables you to select the number of digits from the end of the number dialled or recognized that are routed on For instance in an organization with up to 100 people 2 digits would suffice O 99 for an organization with up to 1000 people 3 digits would be necessary 0 999 etc This would also be the number of DID DDI numbers required from the telcom provider Please click OK after configuring this window to save settings It is necessary to configure each modem for Inbound Routing if you have a multi channel setup It is possible to have a multi channel configuration where some of the modems are being used only for outgoing faxing and some for inbound routing only 4 Sight Fax Operating Guide 4 7 Automated In Bound Routing Server Functionality Comms Server features a new cover page field to display individual users personal fax numbers To configure this firstly access the Company Info dialog under the Comms Server Edit menu Pieete enter your company ea Name 4 Sight pic h treis Lol Pur 3 60 Norme h Ave Best diner c trina d Serset BH2 Tei Nn 1341202 758400 Fan we 44 1292 758444 Personal Fon No Prefix E 4 1202 758 c Cx This features new field Personal Fax No Prefix allowing you to configure a common prefix for all personal fax numbers In the above 4 Sight example if routing on 3 digits this would be set to 44 1202 758 After c
210. placed into the Extensions folder 4 Background is an extension that allows integration between the 4 Link DA viewer several OCR programs and Fax Switcher x 4SFax Administrator is a system extension which enables the administrator fj or users with administrator privileges to access and configure users and groups on the server either whilst at the server machine or remotely from a user s machine This must be kept in the Extensions Folder during installation and is located on your hard drive You can make aliases The Fax Draggin has drag and drop faxing capabilities The icon is created pr of the file anywhere User Configuration When you have installed 4 Link it will need to be configured before you use itfor the first time Before this can be done the administrator must have first setup users and groups if required Please see Chapter 3 Security 4 Sight Fax Operating Guide 6 5 Client Installation and Configuration Client Functionality Selecting A Server 1 Select 4 Link from the Apple menu or the Fax Switcher menu As you have not previously communicated with the fax server you will need to inform 4 Link of its location on the network The following dialog is displayed Select a Server Fax Server Sales Fax amp ISDN Server Rppletalk Zones Rdmin Bournemouth fidmin LocalTalk Forbidden Zone Gamma Quadrant Neutral Zone 2 Select the Server you are going to fax through by clicking on its name in the
211. pm i pm 12am Monday Tuesday Wednesday Thursday Friday Saturday Sunday onnect every lili minutes 11 13 Quarterdeck Mail Server Integration Integration 2 Choose the times when you wish the gateway to connect Normally you would have all the boxes selected so that faxes can UN be sent out at any time However if you wish faxes to be sent during a specific period you can select that period by checking the black squares in the weekly diagram the example above is set to avoid sending faxes at peak periods If you choose NEVER there will be no connection and the fax system will be disabled 3 Once again you must remember to click the UPDATE button otherwise the changes will not be applied Creating Gateway If you left the Access By Account Members Only checkbox unchecked then Accounts any user of the Quarterdeck Mail system can access 4 Sight Fax If you wish to restrict access make sure that the checkbox is checked and create one or more Gateway Accounts In order for users to be able to send faxes they must belong to special groups or as Quarterdeck Mail calls them Gateway Accounts with access to the gateway and therefore the fax device 1 Select Gateway Accounts from the MAIL menu Define Gateway Accounts Define Account O Account Name O Accounts Users ES Add Users 11 14 4 Sight Fax Operating Guide Integration Quarterdeck Mail Server Integration
212. processed When the system is installed folders named QUEUE and INCOMING are automatically created and defined as the queue folders If you wish to change these folders for any reason click the button and a standard selection box is displayed Please select a Queue folder J Incoming Folder Y gt Eds World Rivet Desktop Been Folder Cancel Be careful to open the folder you have selected and then choose N the SELECT option If you do not do this the folder above in hierarchy terms the one you want will be selected and Comms Server will not see any files to process Allow Access Via 4 Link Allows network users to view the queues and send messages via their 4 Link DA If this option is not checked then no network user access is available Checking or unchecking this item applies to both incoming and outgoing queues It is not possible to enable disable these separately 4 Sight Fax Operating Guide 2 17 Comms Server Reference Server Functionality Delete Completed Items After x This sets the time interval until completed queue items are automatically Hours deleted If you do not wish items to be automatically deleted then do not check this item Files will not be archived unless they are deleted from the N appropriate queue Therefore this option must be enabled in addition to archiving These check box items can be configured for both the incoming N and outgoing queues Ensure that you have configured both F
213. pt in the extensions folder and on the server It allows the administrator or users with administrator privileges to configure individual users and groups 4 Link is the name of our message handling Desk Accessory DA It allows the user to view the Fax Server queue and to create edit view and address messages 4 Talk is the network protocol developed by 4 Sight to communicate over AppleTalk between the Fax Server application and the 4 Link DA 4 Sight Fax Print Driver is the print driver which converts documents into fax format that the server can transmit Fax Draggin has drag and drop faxing capabilities The icon is created during installation and is located on your hard drive You can make aliases of the file anywhere Fax Switcher control panel for user definable selection of the 4 Sight Fax Print driver It also enables disables the FAX Finder menu option and should be placed into the control panels folder 4 Sight Fax Operating Guide 4 Sight Fax Overview THE 4 SIGHT FAX SYSTEM The diagram above explains how the system works Network workstations use the Fax Printer Driver ALink DA to create a fax These are then sent over the AppleTalk network using 4 Sight s own protocol named 4 Talk The network used to connect the machines can be either LocalTalk or any proprietary version of LocalTalk Ethernet or a combination of the two The faxes are collected by the Comms Server application which is running on
214. queue too quickly the system will not have updated itself and will not display your message Wait approximately 30 seconds and then click refresh and the message should appear You have been alerted to the fact that your fax has been transmitted and have gone to confirm this only to find that it is not there You may have waited a while to confirm the message and the auto delete function Queueing Setup may be set to a short period This is good news as a message cannot be deleted from the outgoing queue unless it has been successfully transmitted 4 Link displays 10 Error or 1278 1277 or 1279 Error A 10 error reported by 4 Link is caused by a time out when accessing the server It is not fatal and the user should try again the server is just very busy Error 1278 1277 or 1279 in 4 Link is caused by a network problem again trying to send again should prove successful These errors occur due to busy networks or the fax server itself being busy so simply trying again is likely to resolve the problem The hard disk of the server being full may also cause this to occur 4 Sight Fax Operating Guide Appendices 4 Sight Fax Operating Guide Client Troubleshooting 4 Sight Fax and Empower There is a conflict between 4 Sight Fax and Empower software which affect both Comms Server and 4 Link client machines This conflict results in the machine freezing on the user environment this usually occurs when the user hits the Sen
215. r to allow incoming faxes to be received the serial connection is kept open while Comms Server is in operation This prohibits other applications from accessing the modem To use the modem as a data device you must close the Comms Server application first obviously no faxes will then be sent or received until itis restarted Alternatively another modem could be attached to another serial port perhaps using a serial card Is A Busy Number Retried 4 Sight Fax manages the queue of outgoing messages in the obvious way The first message is tried and if it fails perhaps because the line is engaged that item is set to be retried a short while later The next item ready for transmission is then started the system does not wait for the first item to complete before going on to the next With multi channel systems each channel operates continuously taking the next item ready from the single queue Can Fax From My Database Yes 4 Sight have an Application Program Interface API available which is supported in various programming environments including Think C AppleScript and 4D databases Contact your supplier to find out if your environment is supported Can Import Address Books 4 Sight Fax can use address books from three different applications 4 Link QuickMail and Quarterdeck Mail 4 Link uses tab delimited address book files so import and export is very easy Please see Chapters 5 QuickMail has an import export facilit
216. rds only created by all word processors and most database packages FAX Generated by the 4 Sight Fax Print Driver when the via Disk option is selected in the print dialog window The 4 Sight Fax Printer Driver produces a file which can be sent by 4 Sight Fax and is used to send file types that do not fall into the above categories The 4 Sight Fax Printer Driver creates fax files from any Apple compliant application Options Send Mail Options O Urgent L Return receipt X Retain a copy in Sent Mail folder x Add recipients to Address Book Priority Urgent priority is selected by checking this option On a network the Comms Server analyses the priority of all messages produced and transmits then according to their priority and their age oldest first 4 Sight Fax Operating Guide 12 5 Faxing Via Quarterdeck Mail Return Receipt Quarterdeck Mail Address Book 12 6 Send Integration J ust as fax machine prints out a transmission report you can ask 4 Sight to give you a report of your fax transmission This is achieved very simply by using the Receipt button After a fax has been successfully transmitted you will receive a Quarterdeck Mail message telling you what happened i e when it went how long the message took to send how may times it tried to connect before successfully transmitting You can then save or delete this message as required SEE REP Desktop 4
217. re 6 3 Client Troubleshooting C 3 Code Books 5 3 5 10 4 Link Custom Fields Code Book 5 13 Client Based 5 14 Creating Related Code Book Entries 5 11 Related Codes 5 9 5 10 Spreadsheets 5 11 Unrelated Code Book Entries 5 11 Custom Field Configuration 5 3 Edit 5 6 Enable Field Checkbox 5 5 Faxing 5 13 Server Based 5 14 Setup Menu 5 3 Comm ToolBox D 12 14 Command Menu Delete 2 10 Comment Text 7 13 Comms Server xviii 1 9 1 10 1 11 1 12 1 15 Application Components 2 3 Commands Menu 2 9 Delete 2 10 Edit Address 2 10 Reject 2 9 Report 2 9 Reprint 2 10 Resend From Archive 2 9 Scan 2 9 Suspend 2 10 Test Fax 2 9 Test Print 2 9 Unsuspend 2 10 View 2 10 Edit Menu 2 4 Company Info 2 8 Cover Page 2 5 Show Clipboard 2 9 File Menu 2 3 2 4 3 4 Close 2 4 New 2 3 Open 2 4 Page Setup 2 4 Print 2 4 Quit 2 4 Save 2 4 Save As 2 4 Format Menu 2 35 Font 2 36 Size 2 36 INIT 2 3 Logging In 6 7 Memory Allocation 2 28 Multi Channel A 3 Reference 2 3 4 Sight Fax Operating Guide Setup Menu 2 10 2 11 Accounting 2 21 Archiving 2 23 Cover Pages 2 33 Device 2 11 Fax Fonts 2 30 Imaging 2 27 Printing 2 18 Queuing 2 16 Status Report 12 11 Upgrading 1 9 Windows Menu 2 37 Incoming Queue 2 37 Fax Status 2 38 Queue Setup 2 37 Outgoing Queue 2 38 Fax Status 2 39 Server Status 2 39 Configuration 1 12 Multi Channel E 6 User 6 5 Connecting A Fax Modem 1 5 Cover Page Problems D 16 Cover Pages 1 12 1 16 Assigni
218. record into a list with one entry before we can use the amp command to join the two lists together You can use this command over and over to build up a large list of recipients for your message 4 Sight Fax Operating Guide Integration Sending A Message Picking and Choosing your Server 4 Sight Fax Operating Guide AppleScript Once you have created a message you can send it to your Fax Server using the following simple command Send Message msg Simple The full syntax of the Send Message command is Send Message Message message to send via Server which server to send it to Result small integer The Send Message command takes an optional parameter which is a Server record specification this consists of the following properties Server Name string server name Server Type string server type Server Zone string Zone server is in Network Address integer r o server network address There are three ways to create a Server record either 1 Use the Current Server command to return a record that specifies the users correctly selected 4 Link Server or 2 Usethe Pick Server command to ask the user to select one or 3 Use the Pick Server command to convert a machine address specification into a Server record if that last one sounds complicated don t worry it isn t Using Send Message without the extra via parameter is the same as specifying the users default selected 4 Link Server thus these
219. related items the relevant client and or case may not be displayed the user simply reverts to viewing the code book in an unrelated manner and selects the relevant codes from the full field lists To change from a related view of a particular field you need only click within the main body of the list for that field If you are using either QuickMail or Quarterdeck Mail see Chapters 9 amp 11 codes for Custom Fields may only be inputted from the 4 Sight Fax Print Driver which limits users to manual input only as opposed to using the functionality associated with server and client code books Therefore the Comms Server must be configured to allow local Codebook 5 15 Custom Fields Server Functionality 5 16 4 Sight Fax Operating Guide Client Installation and Configuration Chapter 6 Sending A Fax Chapter 7 Receiving A Fax Chapter 8 gt lt Dee Q Tw img lt Client Functionality Client Functionality Client Functionality Client Installation and Configuration Client Installation and Configuration 4 Sight Fax Operating Guide 6 1 Client Installation and Configuration Client Functionality 6 2 4 Sight Fax Operating Guide Client Functionality CLIENT INSTALLATION AND CONFIGURATION Installing The Fax User Software Minimum User Machine Requirements What s Going To Happen Installation 4 Sight Fax Operating Guide Client Installation and Configuratio
220. rent Mail Server Server Name 4 Sight 3 Server Serial 12345678 Gateways Installed on This Server 3 Select Extract Access Gateway from the Gateway menu You will be asked for a name to save the file as 4 convenient location to save the Access Gateway would be the 4 Sight Fax folder 4 Sight Fax Operating Guide 11 9 Quarterdeck Mail Server Integration Integration Installing An Access Once you have extracted an Access Gateway from one Mail Server you need Gateway to install it into a different server so that the users who have accounts on that server can access the gateway 1 Open the Chooser from the Apple menu and select the QD Mail icon zm Chooser Select a Mail Server UD Mail Server Laser Writer 8 Laser Writer 8 40Pi AppleTalk Zones Admin Bournemouth Admin LocalTalk Forbidden Zone Gamma Quadrant Thinwire amp Active Q Inactive AppleTalk 2 Choose the Mail Server that you want to install the Access Gateway on from the list on the right 3 Close the Chooser 4 Runthe Gateway Installer application 5 Select Install Access Gateway from the Access menu You will be prompted for an Access Gateway file You should use the file that you have previously extracted using the procedure above in the section Extracting an Access Gateway 11 10 4 Sight Fax Operating Guide Integration 4 Sight Fax Opera
221. rposes and may be configured to appear on outgoing cover pages This chapter discusses the server setup and administration of 4 Sight Custom Fields and provides a user perspective once the system has been configured Use of Custom Fields is non mandatory on installation Custom Fields are not enabled Custom Fields are administered from the Comms Server machine select the Accounting option under the Setup menu Device U Queuing 386 Server Security Security Setup Printing Accounting Archiving Server Address Book Imaging Fax Fonts Cover Pages 5 3 Custom Fields Server Functionality This displays the following dialog Rccounting Configuration O Incoming Outgoing x Enabled New log every Day Week Month Include X Reference Pages Standard Date amp Time PagesFine d From 3 Pages Total To 4 Duration Company Device Type Subject O Device Name Number Priority If the Incoming radio button is highlighted custom fields are not available select Outgoing Click the Custom Fields button and the following dialog will be displayed r Custom Fields 3 Reject if empty E Local Code Book O Enforce no of chars Reject if empty E Local Code Book O Enforce no of chars 3 Reject if empty E Local Code Book O Enforce no of chars 5 4 4 Sight Fax Operating Guide Server Functionality Enable Field Checkbo
222. rry Lawes After selecting the desired Login name the user is presented with the Login 44 Please login to your 4 Sight FAX Server User Details Claudine Peet Currently Selected Server Claudine Peet 7100 Admin Bournemo 6 13 Client Installation and Configuration Client Functionality The selected name is displayed and the user is prompted to input a password if required The user may also change their server connection The user confirms their entries by clicking the Login button If by accident you enter the wrong password you will be presented with the following dialog Click OK to re enter the correct password A Sorry the username or password you have entered is incorrect Please try again Password Clicking the Change Password button displays the following dialog Alias 6 14 Change Password Old Password 1 New Password Double Check This enables the user to alter the password assigned to them by the network administrator This option allows users to type in an alternative name to appear on outgoing faxes The network administrator may configure the availability of this privilege for individual users under the Security Setup option 4 Sight Fax Operating Guide Client Functionality Client Installation and Configuration Public Name This drop down menu becomes enabled if a user has more than one name i e Login Name Alias and Group Name The user may select which name t
223. rsion 3 0 User Richard Turnbull MailCenter EDS WORLD D Priority Subject who Date Sent 3 file s 21 10 96 coming fax Ed Morey 31 10 96 Meeting today Nicola Coates 31 10 96 D Urgent FAX sales figures Brett Craigmile 21 10 96 Dy Mail Log 87 file s Public MB MailManager Off welcome to EDS WORLD tn Fax Message 2 You will see a message from Comms Server with an enclosure The enclosure is the received fax file Incoming fax FROM Ed Morey 31 10 96 TO Ed Morey cc BCC This message has an attached fax image Comms Server Use the Enclosure button on the launch button to view the file that was received by to select this file and click Enclosure button 10 18 4 Sight Fax Operating Guide Integration Faxing Via QuickMail 3 Retrieve the enclosed file onto your hard drive using the Launch button which automatically runs the Viewer application Select location to store Select files to retrieve En Desktop Y Eds World lt lt Retrieve 1 45684 55807 it AN Dev Kit manual FAX 4 manual _ Remove Fax lite specs Ada Files u Ha Budog 3 from 4 Sight 2 24 10 94 Eds World New Folder Retrieve as instali 1 43684 55807 Eject Finished Heskiop Cancel The fax is displayed 1 59608 58773 FAX INTERNATIONALE Hola 8 BIS o E En PIZSEREROUITIZE edil E FACSIMILE FROM M
224. rt the machine regardless of whether any applications are open It used to be that if all else failed you could delete the MS Mail GW cache from the preference folder this is now called QD Mail Cache and is thought to be the same file 4 Sight Fax Operating Guide Appendices 4 Sight Fax Operating Guide Server Troubleshooting Quarterdeck Mail message Message missing from Outgoing Queue Using Fax with Quarterdeck Mail 3 0 may also occur with later versions if messages from Quarterdeck Mail to Comms Server are not coming through there will be a message saying missing from outgoing queue in the mail administrator in the server report Comms Server with 4 Link will send faxes OK The reason for the message can be a corrupted preferences file Delete preference files and restart to resolve the problem D 19 Server Troubleshooting Appendices D 20 4 Sight Fax Operating Guide Appendices Technical Reference Technical Reference 4 Sight Fax Operating Guide E 1 Technical Reference Appendices 4 Sight Fax Operating Guide Appendices Technical Reference This section is aimed at semi technical people who want to know a bit more TECHNICAL about how 4 Sight Fax works and what it supports In addition to simple REFERENCE facts there is a common questions section which should give more explanation about certain areas MRCINTOSH WORKSTATION Application Software Os QuickMail QD 4 Link
225. s Server can happily be used on a users machine with only a small impact mainly the imaging pauses Alternatively it will work on a machine like a IICX or an LCIII but it will take a long time imaging It may be slow but it will work just fine Why Does It Take So Long To Send a Fax Preparation and Imaging of faxes is very time consuming and can be affected by many factors Where possible Comms Server will optimize the process but there are a few ways the administrator can help When you transmit a message to multiple destinations the main text is imaged only once and only the header is generated for each destination If you use a large number of fonts ensure that Adobe Type Manager ATM or TrueType have plenty of buffer space These systems store fonts in a cache to save having to regenerate them again If memory is tight then the cache is smaller and the system may take significant time regenerating fonts If your computer does not have a math co processor consider fitting one Imaging is a math intensive process as is generation of font images in ATM TrueType A co processor can make a significant difference 4 Sight Fax Operating Guide Appendices 4 Sight Fax Operating Guide Technical Reference Can Use the Modem For Both Fax amp Data Yes but not simultaneously All fax communication with the modem device is handled directly by Comms Server which must be running for the fax system to operate In orde
226. s can be any value between 25 and 400 and represents a percentage scale For normal scaling use 100 To force on the Larger Print area checkbox use with to force it off use without Sets the starting page number this is normally 1 To print all pages of a document do not use the the starting at or finishing at qualifiers Sets the finishing page number To print all pages of a document do not use the the starting at or finishing at qualifiers To force the Fax to be imaged in fine resolution use with to force the Fax to be imaged in standard resolution use without To make sure that font substitution is performed use with to make sure that it isn t use without To turn off the display of the Page Setup and Print Setup dialogs use without to make sure that they are displayed use with The specifier only has effect for the next print operation and is automatically cancelled if the user does not perform a print operation in the next 5 minutes To change how the fax image file is to be further processed you specify whether it is to be stored permanently on disk or further processed by the user using Quick Mail Microsoft Mail or the 4 Sight 4 Link Desk Accessory If you choose the viaDisk specifier then you should also use the storing in specifier to specify where on the disk the file is to be stored To force the display of the preview window as each page is imaged use the
227. s in O Confirm before quitting Include header in text messages O Wait for return when calling O Only find online MailCenters Check MailCenters every minutes AppleShare memory used 50 K MailCenters handled X 4SIGHT Orax Do not handle the fax MailCenter On the Comms Server machine copy QMA into the same folder as Comms Server and create a new folder in the same folder named QA Copy the MailBridge file into the QA folder Depending upon which version of QuickMail you have the QA folder may be in the System Folder 9 9 QuickMail Server Integration Integration d 4 Sight Fax 4 Sight FRH QM Administrator Configuration Communications Toolbox installed MailCenters handled 3 Outgoing only ignore calls in Das cHr O Confirm before quitting Ddrax Include header in text messages O Wait for return when calling O Only find online MailCenters Check MailCenters every minutes RppleShare memory used 750 K 4 Handle the fax mailcenter from this machine but not the on line mailcenter in this example the on line mailcenter is called 4 Sight 5 Make sure that Outgoing calls only is selected or the system will not allow Comms Server to access the serial port For the system to operate Comms Server and QuickMail Admin MUST be running It is a good idea to make them both start up applications 9 10 4 Sight Fa
228. s plenty of clearance between items To display either of the queues select the item in the Window menu To close the window click the close box in the upper left hand corner of the queue window Incoming Comms Server Queue Queuing On Archiving On Accounting On Enabled 1 9 1 96 3 58 pm Converting 3pgs 327K lt Unknown gt Sb Unknown 9 1 96 12 30pm Received 7pgs 523K To Jimmy Thomson Sb Order for Germany 9 1 96 9 32 am Received 1pgs 41K To Richard Turnbull Sb Apologies for absence Receiving Page 4 Queuing On Archiving On Accounting On Enabled 1 The setup of the queue regarding queuing archiving accounting and modem as configured under the Comms Server Setup menu 2 37 Comms Server Heference Date amp Time Fax Status Converting Received Printed Pgs Size To Subject Server Status Incoming Call Connected 9600 Receiving Page 4 Printing Fax Communication Error Idle Outgoing Queue Window 2 38 Server Functionality 9 1 96 The date and time at which the document was received into the Comms Server queue Shows the status of the document The document is being converted into Macintosh format The document has been converted The incoming fax has been printed The number of pages in the document The space occupied by the document in the Incoming folder Who the document has been assigned to by a user that has read the document U
229. sables the user from using their Login Name or Alias as their Public Name and ensures that they may only use the name of groups of which they are a member If a user is configured to be in multiple groups then they have the choice of selecting which group name they want to use as their Public Name This allows the user to send Urgent faxes selectable in the 4 Link Send Message window and the 4 Sight Fax Print Driver Urgent faxes are prioritized in the outgoing queue above normal faxes This allows the user to send a fax to more than 25 people destinations It provides useful control over fax shotting activities This allows the user to send a fax that may not be viewed or edited by any other user except themselves this includes users who have Full queue access This displays which Groups the user is a member of It is for informational purposes only and cannot be edited except from under the Groups menu option These options relate to 4 Sight Fax s Automated Inbound Routing functionality This optional extra to 4 Sight Fax allows the system to be configured to route incoming faxes directly to users machines In Bound Routing requires additional configuration and setup as described in Chapter 4 This enables inbound routing for each user The administrator inputs the user s personal fax number in this field This will be their DDI or DID number as provided by the local Telcom provider 3 11 Security Server Functionality
230. sent This will vary according to which and how many enforced fields are blank Reject if empty is checked and the user attempts to avoid input by clicking the space bar the message will also be rejected 5 5 Custom Fields Server Functionality Local Code Book If this box is unchecked then the user will only be able to enter codes that have been set up in the Comms Server code book This provides a powerful level of control as in conjunction with the Reject if empty option users are forced to include codes for all outgoing faxes but the codes that are input must be taken from a non user editable code book i e the server code book If this box is checked it lets users setup references and codes for the relevant fields in their own local code book Enforce No Of Characters This checkbox allows the administrator to configure a specific number of characters to be included in each field If a user includes the incorrect number of characters for a field then the following dialog will be displayed on the client machine A 8 characters must be entered into the Client Billing field before the fax can be sent This check box is only enabled if the Local Code Book is enabled for each field otherwise it is grayed out Edit Code Book When clicked this button displays the following dialog depending on the number of fields checked and titles entered Verper Code Best Edifor Code Litt Control Layer Client Casa BEN
231. shing at small integer ending page range fine resolution boolean standard or fine resolution font substitution boolean substitute Geneva Monaco amp New York fonts dialogs boolean display Page Setup and Printing dialogs sending viaDisk viaQuickMail via Quarterdeck Mail via4Link preview boolean display document preview window grayscale boolean black amp white or gray scale imaging using cover page small integer 0 no cover page else 1 through n delaying until integer seconds since 1904 storing in file specification file to store printed output in You can use as many or as few of the parameters as is necessary to change the printer settings to be the way that you want them If you do not use a particular parameter then the printer setting remains unchanged This resets all printer settings to their default values and is useful to make sure that all the settings are at a known value 4 Sight Fax Operating Guide Integration To Use A4 US letter US legal B5 Orientated As Portrait Landscape Scaled With Larger Print Area Starting At Finishing At With Fine Resolution With Font Substitution With Dialogs Sending ViaDisk Via QuickMail via Quarterdeck Mail Via 4 Link With Preview With Grayscale 4 Sight Fax Operating Guide AppleScript Changes the value of the paper type field Changes the orientation of the page Changes the scale factor used Thi
232. sing a version of QuickMail prior to 3 5 N then please continue with the following sections However if you are using QuickMail 3 5 or later please turn to the QuickSender section within this chapter 4 Sight Fax Print Pages RI From L To Destination Gray Scale Server via QuickMail v K Fine Resolution m File Preview L Delay None A Cover page Standard vw Custom Fields Copyright 1990 1996 4 Sight plc Lawyer Subject QuickMail selected If you are faxing an application document via the 4 Sight Fax Print Driver using Option key faxing or the F key then select QuickMail as the server destination from the drop down menu After the Fax Print Driver has been displayed and previewed if selected the user is automatically presented with the QuickSend window 4 Sight Fax Operating Guide Integration The QuickSend Window Address Subject Message Priority Send 4 Sight Fax Operating Guide Faxing Via QuickMail This window enables you to address the message you are sending and also write a short covering note that will appear on the cover page Priority of the Printsthe Delete the Clipboard Return message message message attachments receipt Files the Save as text Enclose Spell Send the message faxes checker message QuigkSeng SEE Mrz us E FROM Suzanne Blakey TO Rich Aston Rich Burkitt CC Gordo
233. t The large text window at the centre of the screen allows you to enter a description of the fax or a personal message to be included as a cover letter The entered text will appear on the selected cover page If you are running Apple System 7 5 both of the above text fields uN are drag aware This means that if you have a piece of text within another drag aware application such as Simple Text or a desktop Clippings file it is possible to drag that text into the comment text or subject windows 7 13 Sending A Fax 7 14 Enclosures Client Functionality With the enclosures button it is possible to attach other documents that have been previously saved to disk to the document currently being faxed If you are faxing from within an application or using the FAX Draggin you will notice that there is already one enclosure this is the document you have just converted from the application It is possible to enclose TEXT PAINT and PICT files without them having to be converted The enclosure window is displayed Select documents to enclose Reports Folder vj D Australia Admin Server O European D Far East Current file size 45K fiac Desktop Done Cancel Items enclosed O United Kingdom 1 file 56K to be enclosed Remove Select the files to be enclosed there is no limit to the number allowed just as you would select files to open
234. t Preview to display a preview of the fax before it is sent 9 Click OK The Fax Draggin can send many types of files If the application used to create the document is not running Fax Draggin automatically launches the program and prints the file in the appropriate fax format The application quits and depending on your configuration you see either the 4 Link Address Book QuickMail s Address dialog Quarterdeck Mail s Address dialog or the Save File dialog The Fax Draggin also accepts previously created fax documents To send a fax using the Fax Draggin 1 Select the desired file 2 Drag the file on top of the Fax Draggin 3 Select the address 4 Click Send 7 11 Sending A Fax QuickDraw GX And The Fax Draggin Faxing A Message Via The 4 Link DA 7 12 Client Functionality The Fax Draggin is capable of sending Apple Portable Digital Document PDD files created by QuickDraw GX 1 Select the desired file 2 Generate a PDD file using the PDD Maker Driver 3 Drag the PDD file on top of the FAX Draggin 4 Click Send To send a fax that has been previously saved to disk open 4 Link by choosing the 4 Link desk accessory from the Apple menu or from the Fax Switcher menu If you are faxing from within an application or are using the FAX Draggin and have chosen 4 Link as the conduit the 4 Link message window will automatically appear after clicking Fax in the Print dialog The New Message window is disp
235. t it via the fax system e g if you wish to send 24 point Times then it would be advisable to install 72 point Times on the server This is because the system converts the bitmap font image down to the actual size from a larger point size If only a small point size is installed then the resulting fax will have jagged fonts Printer or outline fonts are mathematical descriptions of a font which can be scaled accurately to any required point size They are used when printing fonts to a LaserWriter and have a much higher resolution than the equivalent bitmap font As they are scalable you only need one printer font installed on your system per font By default 4 Sight Fax will use the screen font to image text on your faxes These will be at 72 dpi resolution To improve on this you need to install the printer font and also a utility which uses the printer font when imaging faxes instead of the screen font There are 2 such font imaging utilities 1 15 Server Installation and Configuration Server Functionality Adobe Type Manager TrueType amp System 7 Installing Fonts System 7 Using system 7 1 or later Cover Pages 1 16 a ATP ATM uses the printer font to create a very high definition screen font when the fax is imaged If you are using system 6 0 7 or later then Apple s own font imaging utility called TrueType is available It operates in a similar manner to ATM using OUTLINE FONTS to create the accurat
236. tension to associate PICT files with their corresponding header field template files Using the standard Cover Page files shipped with 4 Sight Fax Standard header contains the header page field positions while Standard is the PICT background It follows that if the original PICT file is overwritten i e same name maintained it will constitute a new header page with the fields maintaining the same placement as the original header page This allows flexibility in the use of Cover Pages over the above the choice of 14 installed Cover Pages All fonts to be used in outgoing faxes must be installed on the Comms Server Macintosh this means PRINTER fonts If cover page splits over 2 pages or the cover page PICT is off set verify that the PICT is less than A4 size Never use Always Connect setting in Quarterdeck Mail Fax Gateway connect times The connect times for configuring an Quarterdeck Mail fax gateway should be set up to Connect at times and all times can be blacked in in the chart Connect every X minutes can also be set to eg every 10 or 20 minutes Setting Always Connect can cause the gateway to stop processing fax messages to Comms Server leaving mail queued to the gateway Mail which is suspended in the gateway is normally awaiting a reply file otherwise it may have failed to receive a reply file and may be deleted if the fax has definitely sent There is a utility GWS Monitor available to monitor gateway activi
237. that the appropriate mail fax gateway has not been installed Refer to the Mail Server Integration Chapter 9 and 11 After selecting Print the OK button in the Print Dialog is dimmed This is an indication that there is no network connection to the server Close the print dialog and select the 4 Link DA to make the connection After clicking OK in the Print dialog there is a beep instead of the 4 Link Message window opening This indicates that there is not enough memory available on your machine to open the DA You will have quit an application or close some windows DAs After clicking OK in the Print dialog a window appears asking me to select a Message Server This indicates that there is no active connection to the Server The Comms Server application must be running to create a fax If no Message Servers are listed the application may not be running Client Troubleshooting 4 Link Problems C 8 Appendices 4 Link does not appear in the Apple menu The 4 Link DA has not been installed This should have been accomplished during the User Installation If you are trying to create a fax to be sent perhaps the User software has not been installed Refer to the Chapter 6 Client Installation and Configuration Cannot find any Message Servers to log onto This usually indicates that either the Comms Server application is not running After sending the fax to the server you cannot find it in the queue If you examine the
238. the following dialog is displayed Server Address Book Address List Name Address Type Edit Delete Cancel Current Address Book 4 Sight Address Book The dialog displays the Server Address Book entries under the following fields Name Address and Type Addresses are displayed in alphabetical order under the Name field However it is possible to also sort on the Address field by clicking on the Address title and thereby moving the red bar Addresses may be added deleted or edited by clicking the New Edit or Delete buttons 2 25 Comms Server Reference Server Functionality Creating New Address To create a new entry click the New button and the edit dialog box is Entries displayed Number address 4 Sight Address Book The edit dialog has fields for name number and address Use the Tab key to move from field to field in order to edit the text Use the OK or Cancel buttons to indicate that the changes should be saved or ignored Editing An Address Entry Entries may be edited by selecting the entry in the list and clicking on the Edit button The edit dialog is displayed with the address details to be edited after changes have been made click the OK button Importing Address Lists The 4 Sight Fax Server Address Book is stored in a tab delimited text file From Other Applications This avoids the need to provide a special import and export mechanism for
239. ther software is accessing the modem port Comms Server requires dedicated access to the modem To reinstall CommToolbox 1 Insert the 4 SIGHT FAX SERVER disk into the Macintosh and run the server installer 2 Select CUSTOMIZE in the installer and choose the Install CommToolbox option 3 Whenthis is completed quit the installer application and restart the server Message is Displayed The Queue folder could not be found please choose Queuing from the Setup menu to respecify its location Refer to Queuing Setup in the Comms Server Reference Chapter 2 Message is Displayed The Queue folder does not have the correct file access permission both See Files and Make Changes are needed The Comms Server does not have enough privileges to access the Queue Folder on the AppleShare file server You need to change the settings so that it has at least the See Files amp Make Changes privileges Refer to Queuing Setup in the Comms Server Reference Chapter 2 4 Sight Fax Operating Guide Appendices 4 Sight Fax Operating Guide Server Troubleshooting Message is Displayed The saved settings for the communication medium to external devices are no longer valid Please choose Devices from the Setup menu to specify new settings Refer to Device Setup in the Comms Server Reference Chapter There are no messages appearing in the queue windows Check to see that queuing is enabled in the Queuing and in the Device Setup d
240. therall 4 Sight Broadcast Charles Ridley Fax 7 9 94 4 38 pm Rejected 8 Cliff Weatherall 4 Sight Broadcast Charles Ridley Fax 7 9 94 5 16 pm Rejected 9 ed Mitche isi ath an i E E 3 Ma ie Incoming Queue gt To Subject Size Tupe Date Status Yorick Phenix NY Req II 2pgs 103K Fax 8 9 94 9 06 pm Printed Yorick Phenix JPM Requiremen 7pgs 208K Fax 8 9 94 8 57 pm Printed Unknown Unknown ipas 12k Fa E 94 8 pm Printed Unknown Unknown 2 5 55 8 9 94 3 59 pm Printed gt 2nac TOY Fav 2 9 94 z 54 nm Printed 6 8 4 Sight Fax Operating Guide Client Functionality 4 LINK USER PREFERENCES y 4 Sight Fax Operating Guide Client Installation and Configuration To configure 4 Link please follow these instructions Before using the 4 Link DA to send and receive messages you must configure its operation with 4 Link Preferences There are two ways in which you can access the user preferences These are 1 From the 4 Link menu item Rbout 4 Link Security Setup New Open Close Save View Refresh Address Book Preferences Select All Logout Page Se Quit 2 From the 4 Link Prefs button in the 4 Link DA When either or these two options are selected you will be presented with the User Preferences dialog This dialog enables users to be able to configure various options These options are available from the drop down menu at the top of the dial
241. this service then please contact your relevant 4 Sight office or reseller for assistance Europe In Europe ISDN lines are required as it is not commonly possible to have multiple numbers mapped to a single analogue line A standard BRI ISDN2 line may be configured with DDI numbers part of the ETSI European standard thereby providing 4 Sight Fax with the individual fax numbers that it requires If you have any queries about this service then please contact your relevant 4 Sight office or reseller for assistance Rest of World If your PTT organization offers an ETSI compliant digital network then DDI service is probably available if you are uncertain then please contact your relevant 4 Sight office or reseller for assistance 4 3 Automated In Bound Routing Server Functionality Hardware Hardware Configuration US amp Canada As explained above different telecom configurations are required according to global location What 4 Sight Fax does is recognize the number that has been dialled and then looks it up in a user list table to see which individual the dialled number refers to 4 Sight Fax recognizes the DTMF Dual Tone Multi Frequency tone that has been dialled In order to pass this information through to 4 Sight Fax there are two special hardware requirements Router This device converts the DID or DDI numbers into DTMF tones If the router is analog based DID then it will generally feature an incoming analog p
242. tified with this icon 3 Connect the ADB cable removed in Step 2 into the female connector of the dongle 4 Startup your Macintosh You can install the dongle anywhere in the ADB chain Now whenever the software is started it interrogates the dongle to ensure that you are authorized to continue If the dongle has not been installed and the server software is started the following dialog will be displayed on the server machine The security dongle is not attached Please save all current work shutdown your Macintosh and restart Please Quit the Comms Server application shutdown your Macintosh attach the Security Dongle as above and restart your Macintosh If you have purchased a multi channel version of the Comms Server application then additional hardware installation is required 1 7 Server Installation and Configuration Server Functionality 1 8 Installing Serial Cards In order that two or more fax modems can be driven by the Comms Ser ver extra serial ports must be available in addition to the standard modem port To achieve this install the serial card supplied by 4 Sight into an available NuBus or PCI slot in the server machine To do this 1 Shutdown the fax server machine and remove the casing 2 Touch the exterior of the power supply cage to earth yourself 3 Carefully insert the serial card into an available NuBus or PCI slot 4 Replace the casing and restart For the card to operate correctly
243. time and we need a way of finding out if the user did this Also if you instructed the print driver to print the file to disk then you may need to know where it ended up and if it was successful ie you didn t run out of disk space To check the results of the last print operation you use the Get PrintResults command This returns a PrintResults record which has the following properties Last Print Error small integer r o result of last printing operation Print Output File file specification r o file created by printing operation Printing in Progress boolean r o Isthe 4 Sight Fax Print Driver currently printing If the user cancels the printing operation then the Last Print Error field will contain userCancelledError 128 As well as the AppleScript commands described above the developer API also contains a few utility routines that you may find useful This command returns the version number of the developer API Returns the value that is setup by the user in the Sharing Setup control Panel This is the default value used for the from argument in the New Message command This command is similar to the Send Message command except that it saves the result of the Message created as a drop file on disk The can be used to join several files together or to create a drop file that can be enclosed in a message at a later date Below is an example of an AppleScript droplet which allows you to drag a bunch of
244. ting Guide Quarterdeck Mail Server Integration 6bateway Installer 3 Current Mail Server Server Name Support Server Server Serial 87654321 Gateways Installed on This Server when Installed Gateway Server 11 07 am 31 710794 4 Sight When the program has finished installing the Access Gateway it will be listed with an A next to the name to show that it is not the full gateway only one that has access to a gateway on a different server On the right is the name of the Mail Server that has the full gateway installed This Access Gateway will forward all requests to that Mail Server 11 11 Quarterdeck Mail Server Integration Integration Configuring 4 Sight Fax In order to configure a gateway you must be signed into the Mail Server as GW the Network Manager please see page 11 6 The remainder of this section assumes that this is the case 1 Select Quarterdeck Mail from the Apple menu 2 Choose Gateway Configuration from the Mail menu 3 If it is not already selected click on the 4 Sight Fax icon SO Gateway Configuration e aa FeA X Copyright 1983 1996 4 Sight plc All rights reserved Queue Folder Queue Folder Resolution Standard Fine Header Profile 1 v O Access by account members only XX Always send receipts 4 Sight Fax is a trademark of 4 Sight UK Update 4 Click on the QUEUE FOLDER button an
245. tion 72 dpi bitmapped image PAINT documents may be opened and printed from most paint programs files are high resolution bitmapped graphic files that may be opened and printed by some of the higher end paint programs Most desktop publishing programs allow placement of TIFF graphic files When importing a TIFF file into a desktop publishing program the file remains separate Its location is saved for use during printing Do not delete a TIFF file once itis placed into another program TIFF files may be converted to Macintosh text files by Optical Recognition programs OCR such as TextBridges 4 Sight Fax Operating Guide Integration Faxing Via QuickMail When viewing a fax in the viewer a 72 dpi resolution image may be saved to the clipboard by selecting Copy from the Edit menu This image can then be pasted into another application N Anti Alias viewing this item allows you to clearly view a fax on screen at 72 dpi converting it from the original fax at 200 dpi 4 Sight Fax Operating Guide 10 23 Faxing Via QuickMail Integration 10 24 4 Sight Fax Operating Guide Integration Quarterdeck Mail Server Integration Quarterdeck Mail Server Integration 4 Sight Fax Operating Guide 11 1 Quarterdeck Mail Server Integration Integration 11 2 4 Sight Fax Operating Guide Integration Quarterdeck Mail QUARTERDECK MAIL SERVER INTEGRATION Supported Versions 4 Sight Fax Operating Guide Quarterdeck Mail Serv
246. tion allows you to zoom out to see a larger amount of the page in your window Select the icon and click on the desired area The zoom level is displayed in the bottom left hand corner of the viewer window standard full size is 100 The range available is 2596 to 400 Invert this function allows you to invert flip upside down the entire document This is used for occasions where a fax has been received upside down 4 Sight Fax Operating Guide Client Functionality e a 4 Sight Fax Operating Guide Receiving A Fax Next Page click this icon to view the next page in the document Previous Page click this icon to view the previous page in the document Go to Page this function allows you to view a specified page within the document Clicking the icon displays the following dialog Page to display 1 to 6 C Type the number of the page you wish to view OCR Link this tool allows you to direct the received fax image to a supported Optical Character Recognition package for processing When selected you are prompted to select the OCR package that is installed and running on your system The image will be sent to the OCR package for processing Convert into tent using EagleEye OCR OmniPage OmniPage Pro v5 OmniPage Pro v Read It OCR TextBridge TupeReader Forwarding this tool allows you to add a descriptive subject to the received document and manually forward it via 4 Link
247. tionality is supported if PC Link Client N is selected Those features that are supported are Name Group Membership and Inbound Routing Privilege functionality is NOT available When enabled it allows a user connecting over 4 Link to remotely configure Users and Groups Thus a user with this privilege may select under their 4 Link menu the Security Setup option which starts up the 4SFax Administrator utility to allow access to the server based Security functionality from their client machine 4 Sight Fax Operating Guide Server Functionality FUII Queue Access Allow Automatic Login Allow Username Alias Enforce Group Name As Public Priority Fax Broadcast Fax Private Fax Group Membership In Bound Routing Enable In Bound Routing User Fax Number 4 Sight Fax Operating Guide Security When disabled the user may only see their own outgoing and incoming queue entries in their 4 Link queue window If enabled the user may see queue entries for all network users and view and edit them Allows the user to select Login Automatically from 4 Link Start up Preferences this means users would be able to automatically login at startup and avoid having to input a password Allows the user to input an alias in the 4 Link Name Preferences The alias may appear on outgoing cover pages in the From field by the user selecting their alias as their Public Name on startup or in the 4 Link Send Message window This di
248. to allow input from the client s local code book and from server codes The user simply highlights the codes to be displayed on the outgoing cover page perhaps using the Relate button to aid ease of use input and then clicks the OK button which redisplays the Send Message window with the codes added Send Message Destination List Enclosures Control Name Address UN i Jason Taylor 4 Sight Boston Number of files enclosed O we Enclose Cover Page Message Subject Legal Fees ul Dear Jason Contacts AR Address Options Public Name Brett Craigm w E Use cover page Profilel w Fine Resolution Urgent Private Delay None Legal Billing Lawyer 123452 Client 66289 Case 36759Y The user then simply has to write a cover page message and then click send If the user attempts to create a new code from within their own N code book when Custom Fields is configured to only allow server code entries to be input then the user will only be allowed to create new codes for the fields that are not server enforced This is true for the Edit button and server based codes may not be deleted from user machines 4 Sight Fax Operating Guide Server Functionality 4 Sight Fax Operating Guide Custom Fields Whether codes are related or unrelated makes no difference to what may be selected for instance if a user selects a lawyer and then views the code book for
249. to the fax which is automatically overlaid into text fields that you will position Creating the cover page is split into three operations 1 Creating the background PICT 2 Assigning the PICT file to a cover page profile 3 Positioning the automatic TEXT fields 2 33 Comms Server Reference 1 Creating the background PICT 2 34 Server Functionality Before trying to create your own background let us start by looking at the STANDARD PICT file supplied You will need a graphics package such as MacDraw or ClarisWorks in order to open the file and create your personalized background Open the STANDARD PICT document from within your graphics application The following graphic will be displayed Frons Pages Referee Paz Nr supo Tas mern stage Tag a ika ribera rr bime Dor rad a HH You will notice that gaps have been left for the automatic text entries to be added at a later stage You can now modify the sample cover page to incorporate your logo address etc Alternatively if you are experienced in using the graphics application you may wish to open a new document Cover pages can be any size you wish up to a maximum of a standard A4 page Problems will be experienced if larger PICTS are created Save the file using PICT format onto the hard disk which contains the Comms Server Repeat the process for any other cover page designs if applicable 4 Sight Fax Operating Guide
250. ton set foundServer to false end if end if return whether we found the server false means we didn t and the user cancelled when asked to pick a new one foundServer end CheckServer UsingThe QuickFax User So far the scripts that we have been writing have automated the sending of Interface faxes to the point that there is no user interface involved You can design your own user interface using FaceSpan ne FrontMost or you can use the 4 Link QuickFax message window 13 12 4 Sight Fax Operating Guide Integration AppleScript QuickFaxing The QuickFax command allows you to open up a new 4 Link message Thus allowing the user to confirm or add to the contents before sending the message to the server of their choice Using AppleScript you have the capability to set any of the fields of the 4 Link message before it is displayed to the user Here is the format of the QuickFax command QuickFax using Message Message description to use for Address address s to send message to about string subject of message saying string Cover page comment text enclosing file specification file s to enclose urgency small integer urgency default Normal 25 delaying until integer transmission delay default None There are two ways that you can use this command QuickFax using msg QuickFax for addr about subj saying commText enclosing fileList The first form needs a Message record The advantage
251. tte the user is able to select from the OCR applications installed on the computer The chosen application may then be launched with the file name of the current fax automatically supplied to be opened The OCR application must then be able to both understand and correctly handle the automatic launch and must be able to handle multi page TIFF files We recommend TextBridge by Xerox Imaging Systems as it is inexpensive accurate and very easy to use 4 Sight Fax Operating Guide Appendices Technical Tips System Software Personal File Sharing Incoming Routing QD Mail Gateway Crashing QuickMail Administrator Crashing AppleShare Servers FlexFax and Long Telephone Numbers 4 Sight Fax Operating Guide Technical Reference 4 Sight Fax is compatible with system 7 and 7 5 Versions of QuickMail Administrator earlier than 2 6 will not operate correctly when Personal File Sharing is enabled It appears to work but actually corrupts memory 4 Sight products that support routing into mail like Comms Ser ver the Drop Viewer and 4 Link require specific versions of the mail systems to operate For QuickMail you must have version 2 5 or newer For Quarterdeck Mail version 3 6 and earlier is supported If the QD Mail gateway server does not operate successfully it may be due to an INIT clash To ensure that the Quarterdeck INIT is loaded first rename it to have an exclamation mark at the front Thus it should be name
252. tual size required from a larger point size If only a small point size is installed then the results can be disappointing If you are running System 7 you can use Apple s own font imaging system called TrueType It operates in a similar manner to ATM using Outline fonts to create bitmap image used by the fax system If you wish to reject faxes not handled by TrueType then select REJ ECT NON ATM TRUETYPE FONTS 2 31 Comms Server Heference 2 32 Fractional Widths Font Size amp Style Server Functionality By checking FRACTIONAL WIDTHS ENABLED FOR PICTS the Comms Ser ver uses fractional widths for imaging the PICT file used as the basis of the Fax cover page along with any PICT files attached to Fax messages Fractional widths are an option available in many applications and relate to a specific form of letter kerning horizontal spacing For more information please consult the relevant software manual They are important in Comms Server because the cover pages are created using PICT files which may or may not use fractional widths Unfortunately the PICT file does not contain any information telling Comms Server whether fractional widths are used or not If you find that your cover pages are printing distorted text e g letters missing from the end of lines then the problem is almost certainly related to fractional widths and the box should be checked This is a global setting for all faxes so please ensure that users transmitt
253. two commands are equivalent Send Message msg Send Message msg via Current Server To ask the user to pick a server you use the Pick Server command whose full syntax is as follows 13 9 AppleScript 13 10 Integration Pick Server using Server existing server to verify picker boolean whether to display the server picker dialog Result Server selected server The simplest form of this command is just Pick Server This will display the standard 4 Talk Server Picker and return the users selection as a Server record This command can be used when you want to ask the user to confirm their server selection using their current selection as the default thus Pick Server using Current Server This will display the server picker with the users current selection if found on the network selected The server picker has both an OK and a Cancel button You can tell which button was clicked on by looking at the Network Address property of the returned Server record If the value is O an invalid network address then the Server Record contents are deemed invalid and is an indication that the Cancel button was clicked Here is an example set serv to Pick Server using Current Server if Network Address of serv is O then display dialog No Server Selected end if 4 Sight Fax Operating Guide Integration Does the Server Exist Setting the Server 4 Sight Fax Operating Guide AppleScript Another use of
254. ty 4 Sight Fax Operating Guide Appendices 4 Sight Fax Operating Guide Server Troubleshooting Quarterdeck Mail Server INIT or Application When using versions of Quarterdeck Mail 3 1 or above the option is provided to convert the Mail Server from an Extension to an Application Running as an application is preferable as it is much kinder to the machine However this may result in some confusion when using gateways as explained here When Gateways are used with Quarterdeck Mail the machine handling the Gateway s must contain the QD Mail GW Gateway Server extension The Macintosh Chooser is used to point this gateway server at the Quarterdeck Mail server and selected by default when the machine is rebooted However if on reboot the appropriate mail server cannot be found usually because it is not running the gateway server loses the link with its server and this has to be re established using the Chooser The conditions under which this may happen are best described by considering these three scenarios 1 Mail Server and Gateway Server on different Macintoshes If the Server is not running when the Gateway Server is booted the connection will be lost and forgotten 2 Mail Server as an extension and Gateway Server on the same Macintosh The connection should always be remembered due to the fact that the Quarterdeck Mail Server Extension loads before the Gateway Server Extension 3 Mail Server as an Application and Gatew
255. uarterdeck Mail Send Document Window This window enables you to address the message you are sending and also write a short title for the document that will appear on the cover page Address button Subject field Send button Send Note EE To Gordon Fong Subject Monthly test schedules Address Enclosure Gordon Let s catch up on this month s Q tesfing schedule of all 4 Sight products during Friday afternoon propose we use the Board Room at 3pm The rest of the OA team will 150 be attending David Steadman Quality Assurance Manager Enclosures Message field Priority options button Displays the address window allowing you to assign the recipient s of the fax This is a text field where you can enter the subject of the fax to be displayed on the fax cover if applicable 4 Sight Fax Operating Guide Integration Faxing Via Quarterdeck Mail Message Anytext typed into this field is displayed on the cover page comments text field Enclosure This facility allows you to add further files to the fax you are sending appending them to the current file you are working on When sending a fax you can attach the following file types MPNT PICT TEXT FAX MPNT Paint format created by MacPaint Amazing Paint FullPaint etc A general picture format created by MacDraw CricketDraw etc TEXT general format for wo
256. ulti page document You can cancel the fax while you are previewing it by clicking on the Cancel button You can turn the preview off and continue with the printing of the fax by clicking the Fax button When the mouse pointer is moved over the preview area it turns into a magnifying glass icon If you click the mouse the preview window will show the appropriate part of the page at full resolution If you click again the whole page will be previewed again If you click and drag you can scroll around your page at full resolution 4 Sight Fax Operating Guide Client Functionality Delay Custom Fields Help 4 Sight Fax Operating Guide Sending A Fax By default a fax is transmitted as soon as possible If you wish your fax to be transmitted at another time of day eg to avoid peak period phone rates click on the Delay checkbox The current date and time are then displayed E Delay 12 01 91 12 42 To set the time that you wish the delayed fax sent click on the value you want to change and enter a new value using the keyboard or click on the up and down arrows to the right The value that you specify will be the earliest time that your fax will be transmitted If you do not want to delay the fax make sure that the checkbox is unchecked the text will display the word NONE Please ensure that the client and server machines have the same system time set For information on custom fields please see Chapter 5 Disp
257. urity Setup 4 Link Menu 3 6 Sending A Fax 7 3 File Formats 7 3 Message Conduits 7 3 4 Link 7 3 Fax Draggin 7 3 QuickFax 7 3 Page Setup 7 5 Sending Problems C 10 D 5 Serial Cable xx Serial Cables F 3 Specification F 3 Serial Cards 1 7 1 8 Serial Ports E 5 Serial Tool 1 12 Serialization A 4 Server 1 3 4 Sight Fax E 4 AppleShare E 9 Security 3 3 Server Address Book 2 24 Server Problems D 6 Server Troubleshooting D 3 Setup Menu 3 3 Single Channel Comms Server 1 5 Start up Applications 1 13 Status Report 12 11 System Add Ons A 3 System Menu 6 20 T Technical Reference E 3 Technical Support C 3 Technical Tips E 9 Telephone Lines B 4 Terminology xviii 1 9 Index The 4 Sight Fax System xix Transaction Logging 1 17 Transmission Rates E 6 Troubleshooting Client C 3 Server D 3 TrueType and System 7 1 16 TypeAlign B 5 U Upgrading 1 9 User Configuration Selecting A Server 6 6 User Accounts 9 13 User Interface 13 12 User Setup 3 9 W Workstations xix I 10 4 Sight Fax Operating Guide
258. urn off text smoothing Turn on larger print area in Options Itis possible to prioritize Comms Server tasks providing Prioritize imaging over Printing is enabled To do this go to the Comms Server SETUP menu and select the option within the Printing configuration dialog This ensures that approximately 30 faxes are prepared per channel before any printing task will begin This specifies whether you are configuring the hard copy for incoming or outgoing faxes No hard copy will be printed The first page only will be printed This feature is useful when sending out mailshots to several destinations Copies of all cover pages will be printed but only one copy of any enclosed files All pages sent received will be printed 2 19 Comms Server Reference Server Functionality Direct Postscript Printing This option allows Comms Server to bypass the standard Apple LaserWriter driver when printing hard copies This is useful for a number of reasons By using the Printer button it is also possible to conveniently select printers directly from within this dialog as opposed to selecting them from the chooser 1 Comms Server generates better PostScript binary PS which is smaller in size and therefore processing of each page is faster 2 If you have a printer which supports Postscript level Il Comms Server can take advantage of this even faster 3 Comms Server has a built in print spooler so there is no need to use PrintMo
259. user software installed onto each workstation This section describes how to install the server software and also how to connect your fax device to the server The preface details some useful information on typical networks and fax servers One machine on the network must be designated as the fax server This has the fax modem connected to it and runs the COMMS SERVER application which processes the faxes The table below shows the minimum fax server specification in a variety of typical situations These examples are dedicated installations if you wish to use other applications simultaneously then a more powerful machine will be required in each instance Server Installation and Configuration Server Functionality Machine RAM HD Capacity Small Network lici 8MB 80MB send only Small Network lici 8MB 80MB send amp receive 2 channel system lisi 5MB 80MB requires 4 serial card 4 channel system lici 6MB 160MB requires 4 port card 8 channel system Quadra 8MB 240MB requires serial card s In conjunction lisi 8MB 160MB with an E Mail server In conjunction lici 16MB 240MB with an AppleShare server RAM requirements for black and white faxing Additional RAM required for Grayscale faxing A 1 4 Comms Server is a complex application that handles several processor intensive tasks simultaneously imaging faxes to be sent imaging incoming faxes to be printed sending and receiving faxes queuing receiv
260. ved for connection to the local PITT Check with your supplier for additional approvals F 5 Hardware Reference Appendices Modem Reference Table FILE SHARING Aware PowerFax 5 FRANCE M 219 FRANCE FlexFax Junior FlexFax Ultra Hasler Fax Leonardo Pan Germany Multitech MT922 Multitech 20 WORLDWIDE mRom 2814 11 PSI COMstation V RoadRunner Quin SupraFaxModern WORLDWIDE Tornado 9696 BENELUX US Robotics Courier these modems use special serial cables included as standard with the modem please consult the documentation which is supplied with them for details Worldwide indicates many countries Check with your local supplier for confirmation of approval in your country these modems may be used in conjunction with 4 Sight Fax s automated inbound routing functionality F 6 4 Sight Fax Operating Guide 2 4 Sight Fax Operating Guide Numerics 4 Link xviii E 4 User Preferences 6 9 4 Link Address Book 2 24 7 15 Editing 2 26 7 17 New Entries 7 17 Searching For Entries 2 26 7 17 Selecting An Entry 7 18 4 Link Address Books Importing Lists 2 26 7 18 4 Link Custom Fields Code Book 5 13 4 Link DA 10 16 4 Link Menu Security Setup 3 6 4 Link Problems C 8 4SFax Administrator xviii 1 12 3 5 3 6 3 18 Edit Menu 3 8 File Menu 3 6 Disable User Logins 3 7 Disconnect Users 3 7 Groups Menu 3 16 Default Group Setup 3 18 Group Setup 3 16 Users Menu 3 8
261. ver page tool bar features a new button which when clicked displays the users personal fax number field This field is only available when using the 4 Sight Fax Automated In Bound Routing option This field combines the Common Personal Fax No Prefix and the users Personal Fax No Suffix Please see Chapter 3 and Chapter 4 Security and Automated In Bound Routing for further details By clicking and dragging on any of the fields you can reposition each of them in turn on the background PICT They can be moved around the screen using UP DOWN LEFT amp RIGHT arrow keys Holding down the COMMAND key when using the arrow keys you can resize the box in the appropriate direction The text font size and style can be defined on a per field basis by selecting the appropriate field and choosing the desired configuration from the FONT SIZE and STYLE options If you have assigned a PICT file which is shorter than a standard A4 page you will need to define where the bottom of the cover page is PICT files should not be bigger than an A4 page as they may fax incorrectly Comms Server Reference Company Info 2 8 Server Functionality Move the pointer at the left hand side of the window to adjust the line defining the bottom of the page into the appropriate position It is important that the PICT file is no longer than A4 as this may cause problems When you have positioned all the automatic text fields and defined their
262. ware is to be uN installed click the Select Folder button Choose the new location from the displayed dialog box You can navigate to a different disk if required 4 Click the Install button The installer program will perform all the necessary installation of 4 Sight Fax tasks for you A dialog records its progress You will be asked to insert the Extras disk part way through the installation 5 When the installation is complete you are prompted to restart your Macintosh Comms Server is the main part of 4 Sight Fax Comms Server manages the imaging and queues for incoming and outgoing faxes 1 11 Server Installation and Configuration Server Functionality LI ES Pe X y Comms Server Configuration 1 12 4 Talk extension file is the network protocol used to communicate with Comms Server This file is loaded at start up and is placed into the Extensions folder Serial Tool is a system extension which allows Comms Server to communicate with Serial devices modems connected to either the Macintosh modem port or 4 Sight approved serial cards Sample Cover Pages are in PICT format provided on installation These are automatically sent at the front of any fax message transmitted from the system It is possible to substitute your own customized cover pages 4SFax Administrator is a systems extension which enables the administrator or users with administrator privileges to access and configure users and groups o
263. x Reject If Empty 4 Sight Fax Operating Guide Custom Fields This dialog is the configuration window for Custom Fields The text editable field at the top of the dialog defaults on installation to say Custom Fields however it is possible for the network administrator to input a suitable title The text inputted to each field will be displayed as a title for enabled Custom fields which appear in 4 Sight Fax client software 4 Link amp 4 Sight Fax Print Driver discussed later in this chapter When checked this box enables the custom field This means that the field will appear in the 4 Sight Fax client software allowing or enforcing input of a string of characters In addition information input by users will be stored in the outgoing Accounting Log with the other accounting information that has been checked As with the Custom Fields title the administrator also has the flexibility to input the most suitable name for each field this will be displayed in the code books and the 4 Sight Fax client software In the above example Legal terminology is used If this box is checked it forces users not to leave enabled custom fields blank thus ensuring that the user includes a string of characters in the field If the user attempts to send a fax without including a character string the following dialog will be displayed on the client machine A A value is required to be entered into the Lawyer Billing field before the fax can be
264. x Address Book 7 20 Sending 7 19 Window 7 19 QuickFax Examples 13 14 QuickFaxing 13 13 QuickMail 7 3 Features 10 14 Forwarding Icon 10 16 Forwarding Tool Icons 10 20 Manual Routing 10 16 Receiving A Fax 10 15 Receiving Faxes Automated Routing 10 15 Manual Routing 10 15 QuickMail Administrator 9 3 QuickMail Faxing 10 3 Printing Via The Print Driver 10 4 Sending 10 3 QuickMail Serer Integration 9 3 Multi Machine Configuration 9 5 Multi Machine Configuration Additional 9 9 Single Machine Configuration 9 4 Supported Versions 9 3 Machine Configurations 9 3 QuickMessenger Icon 10 16 QuickSend Window 10 5 Addressing 10 7 Delayed Messages 10 7 Selecting 10 7 Sending 10 9 Special Addresses 10 8 Enclosures 10 6 Receipt 10 6 QuickSender 10 9 4 Sight Fax Operating Guide Address dialog 10 11 Icon 10 15 Installing 10 9 Limitations 10 11 Rejected Messages 10 14 Transmission Receipts 10 13 Using 10 10 R Received Faxes Forwarding Via 4 Link 8 7 Forwardinglcon 8 7 Via Quarterdeck Mail 12 15 Viewing 8 4 Receiving Problems D 14 Reference Hardware F 3 Reinstalling The Comm ToolBox D 12 Relevant Fonts 1 15 Requirements 1 3 Resolution Changes B 3 Routing Incoming E 9 Routing Faxes Quarterdeck Mail 12 13 S Sample Cover Pages 1 12 Scanned Images B 3 Screen 1 15 Security 4SFax Administrator 3 5 Logout 3 4 Preferences 3 8 Server 3 3 4 Sight Fax Operating Guide Index Setup Menu 3 5 Security Features 3 3 Sec
265. x Operating Guide Faxing Via QuickMail Fax Viewer This section describes the installation and operation of the 4 Sight Fax Viewer application which allows QuickMail users to view incoming faxes which have been forwarded to their workstation You also need to designate certain users on the network whose responsibility is to view incoming messages and then route them onto their incoming messages and then route them onto their correct recipients via QuickMail To do this these users need to have both the 4 Link and QM desk accessories installed on their machines along with QuickMail forwarding Using the optional Automated Inbound Routing functionality of 4 Sight Fax means that users will automatically receive faxes via QuickMail direct to their workstation For more information on this functionality please refer to Chapter 4 1 Insert the Integration disk into your disk drive 2 Drag Fax Viewer and QuickSender to your hard disk it may be placed anywhere 3 Open the QuickMail Bridge Folder 4 Drag QM Engine and QuickMessenger to your System Folder 5 When completed restart your machine The Fax Viewer application allows users to view faxes The QuickSender application ensures integration with QuickMail 3 5 or later 10 15 Faxing Via QuickMail Integration The QM Engine extension allows users to manually forward fax messages QM Engine via QuickMail cil The QuickMessenger extension allows 4 Sight Fax to communicate w
266. x Operating Guide Integration QuickMail Server Integration Configuring Fax Bridge X Copyright 4 Sight plc All rights reserved Queue Folder Qutgoing Folder Resolution Standard O Fine O Always send receipts 0 Sight Fax is a trademark of Sigh UK Queue Folder To specify the Queue Folder which is the shared folder between QuickMail and the Comms Server click the Queue Folder button and select the Queue folder Please select a Queue folder x Queue Folder gt HARD DISK Make sure that you first OPEN the folder you wish to use and then click the SELECT button 4 Sight Fax Operating Guide 9 11 QuickMail Server Integration Integration 9 12 Standard Fine Cover Page Always Send Receipts Set Connect Times Specify the resolution you wish to use for the mail message part of your fax If a file is attached to the message that was created using the 4 Sight Fax print driver it will be transmitted using the resolution specified by the user when they printed the file Attached MacPaint files are always transmitted using standard resolution and attached PICT files are transmitted using fine resolution If you have created and setup a cover page in Comms Server and wish it to be used when transmitting mail messages as faxes then select the appropriate profile from the pop up menu This is the default setting which may be overridden by the user when sendin
267. x cover sheet is sent There is a method through which you may retain the use of your standard QuickMail cover sheet when faxing 1 Deselect the Cover page checkbox 2 sure that use Profile 1 when None is specified option is deselected in the Comms Server application Cover Page setup dialog 3 Define a custom mail form in QuickMail Make sure the form has enough edit fields to contain your cover information The QuickSend window is not considered a custom mail form For information on this step refer to the discussion on Custom Mail Forms in your QuickMail documentation 4 Sight Fax Operating Guide Appendices Print Dialog Problems 4 Sight Fax Operating Guide Client Troubleshooting Every Profile select from the Cover pop up menu prints the same cover sheet Cover page backgrounds are PICT files that must be resident at all times on the Server machine Each Profile is linked to a different PICT file during Server configuration It may be that the Profile you selected is assigned to the same PICT file as another Refer to the discussion of Cover Pages in the Server Installation and Configuration Chapter 1 Message is Displayed The Cover Page File xxxxx could not be found please respecify where it is by choosing Cover Pages from the Setup menu Refer to Cover Pages in the Comms Server Reference Chapter 2 QuickMail or Quarterdeck Mail is not selectable in the Print Dialog This is an indication
268. y Unfortunately Quarterdeck Mail does not have a facility for import export and every entry must be manually entered though the use of a third party macro application may help with large volumes Technical Reference E 8 Appendices How Do I Import An Address Book The 4 Link Desk Accessory contains an address book facility The addresses are stored in a tab delimited text file Four items of data are stored the Name Number Address and the Device type which must be sent to Fax The address may contain multiple lines separated by line feed ASCII 11 Each line is terminated by a single carriage returns ASCII 13 It is recommended that the Address Book be sorted before opening it in 4 Link Files of this format can often be produced by database programs You can either manually merge with the address book stored in the system folder or can select the new one using the Books button The standard facilities can be used to copy from one book to another Simply open a book move addresses to the Send right list open the destination book and move addresses to the left list The addresses are thus copied How Does OCR Work With 4 Sight Fax Versions of 4 Sight Fax from 2 4 onward support Optical Character Recognition Faxes are received and stored as standard multi page TIFF files The 4 Sight Fax fax viewers are able to use System 7 to launch OCR applications When the OCR option is chosen the letter A in the tool pale
269. y configured fax print modifier key the default is the OPTION key is already used by the application for another purpose You will have to open the Fax Switcher control panel and define a different modifier key Pressing the FAX print driver keyboard selection sequence produces a beep or does not switch to the Fax print driver The 4 Sight Fax printer keyboard selection sequence will automatically switch to the driver last selected manually If it appears that it is not switching back it could be that the last driver manually selected was indeed the 4 Sight Fax print driver Go to the Chooser and select your standard print driver then try again C 5 Client Troubleshooting Cover Page Problems C 6 Appendices Pressing the FAX print driver keyboard selection sequence switches to the 4 Sight Fax dialog it does not switch back after use The FAX print driver keyboard selection sequence will automatically switch to the driver last selected manually If it appears that it is not switching back it could be that the last driver manually selected was indeed the 4 Sight Fax print driver Go to the Chooser and select your standard print driver and then try again When I fax from QuickMail I don t get my standard cover sheet If you select a Profile from those listed beside Cover on the Print dialog a standard QuickMail cover sheet will not be used when sending a message with 4 Sight Fax If you select None the default 4 Sight Fa

4-Sight Fax Operating Guide

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