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4-Sight Fax Client v5 User's Guide

1. Note 4 Sight FAX Client v7 5 Create a fax document from most any application or resend forward an existing fax from within 4 Sight FAX 3 Convert Tyouareceating a fax message from within an you are creating a fax message from within an application other than 4 Sight FAX your document is converted into a format suitable for faxing a group 4 TIFF image file This is done via the 4 Sight FAX Print Driver If you are creating a fax within 4 Sight Fax there is no need to convert the document into a fax format unless you include attachments This is where you can select your recipients cover page and include attachments you want to in the message You can also schedule to send the message at a later time Depending on which 4 Sight FAX Client option you have installed you can decide to send the message as a fax an Email or both at the same time Note e You must purchase the Email Suite to send and receive faxes as Emails The following happens The selected cover page is attached to your fax along with the appropriate information such as name of the contact etc The fax is placed in the outgoing queue for transmission Depending on when you scheduled the 4 Sight FAX Server to send your fax you can receive an automatic notification of the status of your fax You must be logged into the 4 Sight FAX Server to send a fax If you are not connected to a Fax Server the fax is placed in your Pending f
2. The originator of the fax message The date and time that the fax was sent to the Fax Server Note e Ifa fax is scheduled for a later time the Date field shows the date and time when the fax will be sent 4 Sight FAX Client v7 5 Soft Solutions Inc Managing the Queues and Folders Page 73 Tips e To view other users faxes click the Show All check box e To view a fax double click on it e The Show All option is only available if you have the Full Queue Access granted by the 4 Sight FAX Administrator e You can remove fax messages from the Pending Faxes r 4 queue by selecting it and clicking the E icon Soft Solutions Inc 4 Sight FAX Client v7 5 Page 74 Managing the Queues and Folders Working with the Sent Faxes Folder Use the Sent Faxes folder to display information about the status and history of fax messages that you have successfully sent The following chart shows what you can do from the Sent folder Create a New Fax See Sending Faxes on page 24 for more information View the selected fax message See Viewing Faxes on page 43 for more information Forward Forward the selected fax message to a different list of recipients other than the original list See Forwarding a Fax on page 33 for more information F Delete Permanently remove the fax message from the 4 Sight FAX E Server Access the online help system What the Sent Queue Displays The following describes
3. 4 Sight FAX Client v75 User s Guide Terms and Conditions Soft Solutions Inc Page i Soft Solutions Inc Software License 1 License The software documentation and any fonts accompanying this License whether on disk in read only memory on any other media or in any other form the Soft Solutions Software are licensed to you by Soft Solutions Inc or its local Distributor Reseller if any Soft Solutions You own the media on which the Soft Solutions Software is recorded but Soft Solutions and or Soft Solution s licensor s retain title to the Soft Solutions Software The Soft Solutions Software in this package and any copies that this License authorizes you to make are subject to this License 2 Permitted Uses and Restrictions This License allows you to install and use the Soft Solutions Client Software as governed by the licensing set forth on the 4 Sight FAX Server software license You may make copies of the Soft Solutions Software in machine readable form for backup purposes only The backup copy must include all copyright information contained on the original Except as expressly permitted in this License you may not decompile reverse engineer disassemble modify rent lease loan sublicense distribute or create derivative works based upon the Soft Solutions Software in whole or part or transmit the Soft Solutions Software over a network You may not transfer your rights under this License including the related docu
4. About the Queues and Folders Queue Folder Click this button to Outgoing amp Outgoing Display information about the information about the status of faxes that have already been sent or are currently being sent Incoming te Incoming Display information about the information about the status and history of received faxes Pending Display we Pending Display information about the about the status of faxes that have not yet been sent These include faxes that have been created and sent while you were offline or not connected to the fax Server Sent a Sent Display information about the information about the status and history of sent faxes User bes User defined Display faxes that you have Display faxes that you have Personal copied from the Incoming or Folder s Outgoing queue Address Select current Address Book You can only have one address book displayed at one time See About Address Books on page 52 for more information Notes e You must have a user account and be logged into the 4 Sight FAX Server to view the Outgoing and Incoming Queues e The Show All option is only available if Full Queue Access has been granted to you by the 4 Sight FAX Administrator 4 Sight FAX Client v7 5 Soft Solutions Inc Managing the Queues and Folders Page 65 Working with the Incoming Queue What you can do Use the Incoming queue to display information about the status
5. Move forward to the next page inthe fax message to the next page in the fax message View lf ritwidthe View the fa fax Fit page Fit Width Fit Height Zoom 25 200 K Notes e The Assign button Bis only available when viewing an incoming fax 4 Sight FAX Client v7 5 Soft Solutions Inc Sending and Receiving Faxes Page 45 e Youcan only assign a fax message to another 4 Sight FAX user e You cannot save a rotated fax as being rotated It will save as it was originally displayed Soft Solutions Inc 4 Sight FAX Client v7 5 Page 46 Sending and Receiving Faxes Annotating Messages You can only annotate a fax that you just created or any existing fax that you want to Forward Resend and schedule for some time in the future Note How do I l You can only annotate a fax from the Fax Composer Launch the 4 Sight FAX Client application and log into the 4 Sight FAX Server Under the Folder List click on your user login name Create a new fax or select an existing fax that you want to Forward or Resend for sometime in the future From the Fax Composer click the Annotate icon The Annotation floating tool bar appears Use the following annotation tools to mark up the message Reposition the fax within the window Create free hand mark ups with a Black colored pen Create typed sticky notes or comments within the fax 4 Notes 4 Sight FAX Client v7 5 C
6. SEMA I 3 _ Map Unman Guess f j a W Record Target Fields Full Name Salutation First Name Last Name Smart Dialing Country Code Area Code Fax Number Company Title Category Phone Number Mapping Cancel Highlight the first Target field in the right column of the window Then choose one Source field from the left column your list of headers that best matches the Target field Click Map Your Source field now becomes an Import field and moves into the mapping column Repeat the process until all of your headings are mapped and then click Import Notes e First and Last names are automatically copied combined first name lt space gt last name and placed into the Name field of your Client address book The reason for this is because the Fax Client window and Fax Composer only display the Name field e Make sure that your tab delimited address book has the correct field heading listed in the very first row of each column Otherwise your list will not be properly imported Soft Solutions Inc Managing the Queues and Folders Page 63 6 Managing the Queues and Folders In this chapter Working with the Personal Folders Searching the Various Fax Folders Sent Faxes Pending Faxes and Personal Folders Managing Faxes Managing Reports Working with the Sent Faxes Folder Soft Solutions Inc 4 Sight FAX Client v7 5 Page 64 Managing the Queues and Folders
7. book contacts Is this true You cannot create groups within existing groups Removing a contact from a group does NOT remove the contact from your address book However if you remove a contact from the address book it is also deleted from any groups it belongs to Soft Solutions Inc Managing Your Address Books How dol Soft Solutions Inc Searching an Address Book Fields and Search operators 009 4 Sight Fax Client a G Fs gt ae Badewt a L pE Logout New Fax iev Edit New Contact New Group Forward Reser R Folder List Y John Doe s Outgoing Faxes Company Fax Number Category amp Incoming Faxes gt Jan Doe gt Derek 6 Pending Faxes Sent Faxes S 4 Sight Fax Address Book gt Important faxes Active Accounts Search results Page 59 Search input 1 Launch the 4 Sight FAX Client application and log into the 4 Sight FAX Server Under the Folder List click on your address book or the group that you want to search 2 Select the field and search operator you want to use and provide the appropriate input to define your results The following chart displays your options Name Starts with Company Ends with Fax Number Is Category Is empty Contains Does not contain 4 Sight FAX Client v7 5 Page 60 Managing Your Address Books 3 The filtered address book contacts are displayed 4 Toremove
8. you to make are subject to this License 2 Permitted Uses and Restrictions This License allows you to install and use Most ae OS 9 x If the 4 Sight FAX printer driver is not the default applications press the lt option gt key point to the File menu and select Fax OS 10 x Windows If the 4 Sight FAX print driver is not the default go to the File menu and select Print Select 4 Sight FAX from the printer list If the 4 Sight FAX printer driver is the default point to the File menu select Print Proceed to step 2 Within 4 Sight FAX a 4 To create a new fax click the New Fax button To Resend an existing fax message Outgoing queue only tt click the Resend button To Forward an existing fax message Incoming queue Outgoing queue Sent Faxes and Personal Folders click the mp Forward button _ Proceed to step 2 Outside of 4 Sight FAX Drag and drop documents onto the 4 Sight FAX Client icon on your desktop or the OS X dock Multiple documents can be dragged onto Fax Client together if you wish to include them in the same fax document Proceed to step 2 Soft Solutions Inc 4 Sight FAX Client v7 5 Page 26 Sending and Receiving Faxes 2 Click the Recipients tab Select the recipients from the Current Address Book section e Youcan choose individual contacts and groups from your personal Client based address book from a Server based address
9. Comments section Complete the information for each field as required Soft Solutions Inc Click the Options tab and select from the following options Decide which Fax Line you want to use to send your fax This option is useful if more than one fax line is available and if one fax line is unavailable or busy and unable to send your fax now Decide if you want to make use of your Phone Card to send this message Decide when you want to Schedule your fax to be sent e Click Send Now to allow 4 Sight FAX Server to process and transmit the fax immediately 4 Sight FAX Client v7 5 Page 28 What is an Attachment Why should I use Attachments How do Attachments work How do I Sending and Receiving Faxes e Click Send Later to schedule 4 Sight FAX Server to send the message at a later time 8 Click Send 5 About Attachments An attachment is a printable file that is appended to your fax message Attachments always follow the cover page if one is used A printable file is practically any file from a word processor spreadsheet or graphics program that you can print to a printer Executable and JAR files are examples of non printable files Use attachments to include additional information that you would otherwise have to send as a separate message Attaching a document allows you to quickly send information such as letters charts pictures or other documents as faxes Within the Composer click t
10. FAX Client you must configure your 4 Sight FAX client Chapter 2 details these procedures 4 Sight FAX Client v7 5 Soft Solutions Inc Sending and Receiving Faxes Page 9 2 Configuring 4 Sight Fax Client In this chapter Getting Started Connecting and Logging into a 4 Sight FAX 11 Server Fine Tuning Login and Notification Preferences Soft Solutions Inc 4 Sight FAX Client v7 5 Page 10 Sending and Receiving Faxes Getting Started Three items that 1 The 4 Sight FAX Server must be installed and running on your you MUST have in network order to send and receive faxes 2 Acomplete installation of 4 Sight FAX Client on your computer 3 A user login with a name and password that was created for you on the 4 Sight FAX Server Contact your network or office administrator for your login and password Note e You must know the public static external IP address of the 4 Sight FAX Server if you are connecting to from outside your local area network LAN 4 Sight FAX Client v7 5 Soft Solutions Inc Sending and Receiving Faxes Page Connecting and Logging into a 4 Sight FAX Server You must indicate to your 4 Sight FAX Client which 4 Sight FAX Server you want to use to send and receive fax messages No fax server account exists Do you want to define one In order to log into an account on a 4 Sight Fax server you need to configure an account in Fax Client Work Offline This d
11. IS EXCLUSIVE AND IN LIEU OF ALL OTHERS WHETHER ORAL OR WRITTEN EXPRESS OR IMPLIED SOFT SOLUTIONS SPECIFICALLY DISCLAIMS ALL OTHER WARRANTIES THIS LIMITED WARRANTY GIVES YOU SPECIFIC LEGAL RIGHTS AND YOU MAY ALSO HAVE OTHER RIGHTS WHICH VARY BY JURISDICTION 4 Disclaimer of Warranty on Soft Solutions Software You expressly acknowledge and agree that use of the Soft Solutions Software is at your sole risk The Soft Solutions Software is provided AS IS and without warranty of any kind and Soft Solutions and Soft Solution s licensor s for the purposes of provisions 4 and 5 Soft Solutions and Soft Solution s licensor s shall be collectively referred to as Soft Solutions EXPRESSLY DISCLAIM ALL WARRANTIES AND OR CONDITIONS EXPRESS OR IMPLIED INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES AND OR CONDITIONS OF MERCHANTABILITY OR SATISFACTORY QUALITY AND FITNESS FOR A PARTICULAR PURPOSE AND NONINFRINGEMENT OF THIRD PARTY RIGHTS SOFT SOLUTIONS DOES NOT WARRANT THAT THE FUNCTIONS CONTAINED IN THE SOFT SOLUTIONS SOFTWARE WILL MEET YOUR 4 Sight FAX Client v7 5 Page ii 4 Sight FAX Client v7 5 Terms and Conditions REQUIREMENTS OR THAT THE OPERATION OF THE SOFT SOLUTIONS SOFTWARE WILL BE UNINTERRUPTED OR ERROR FREE OR THAT DEFECTS IN THE SOFT SOLUTIONS SOFTWARE WILL BE CORRECTED FURTHERMORE SOFT SOLUTIONS DOES NOT WARRANT OR MAKE ANY REPRESENTATIONS REGARDING THE USE OR THE RESULTS OF THE USE OF THE SOFT SOLUTIONS SOFTWAR
12. and from the history of fax messages that you have successfully received The chart below shows the tools that are available when the Incoming Queue is selected Button Name Use this to Icon Log in Log into the 4 FAX Server via the 4 Sight Fax Client enabling you to send and receive messages Log out of the 4 Sight Fax Client New Fax Create a New Fax See Sending Faxes on page 24 for more information Rive View View the selected fax message See Viewing Faxes on page 43 for more information Assign To assign fax messages to another 4 Sight Client user See Assigning Faxes on page 48 for more information File Copy the selected fax message s to personal folder Incoming Queue See Filing Faxes to Personal Folders on page 79 for more information Note e If you do not have a personal folder the New User Folder dialog appears Provide a name for this folder and click OK Update the Incoming Queue list Forward Forward DE Tam Foaie faxioadiffersatconiace See selected fax to a different contact See Forwarding a Fax on page 33 J Delete Permanently remove the fax message from the 4 Sight Permanently remove the fax message from the 4 Sight FAX Server See Deleting Faxes and Address Book Contacts on page 80 or more information Access the online help system Soft Solutions Inc 4 Sight FAX Client v7 5 Page 66 Managing the Queues and Folders What the Incoming Queue Displays The
13. book or from the Apple Address Book n OS X only if one is available Server based contacts are indicated by a blue bullet in the Name column You can also enter your own recipients one at a time in the Quick Entry fields Do the following Include a contact Select the contact s you want and click Remove a contact Select the contact s you want and click t To select multiple contacts sequential hold the lt Shift gt key and select the first and last contact To select multiple contacts non sequential hold the lt Command gt key use the lt Control gt key if you are on a PC and select the contacts you want To select multiple contacts sequential hold the lt Shift gt key and select the first and last contact To select multiple contacts non sequential hold the lt Command gt key use the lt Control gt key if you are on a PC and select the contacts you want Include a tact that 1 eee Click the Quick Entry icon not in your address book You must provide the contact s Full Name and Fax Number You can also include the Company Name and Email address These entries will not be added to your address book Note 4 Sight FAX Client v7 5 The Fax Server s Smart Dialing feature does not apply to any fax numbers you enter in the Quick Entry fields Be sure to enter these numbers exactly as they should be dialed including a 1 if long distance or any codes and prefixes required f
14. file attachment eliminating print driver requirement Automatic end user fax notification Document drag and drop faxing Apple Address Book support Convenient automated program update notification and installation View number of new messages from the MAC dock or Windows Taskbar User configurable alternate port number preference for the fax server Line control for faxing Email Suite allows you to send and receive emails as PDF files Preview frame in the Fax Client window allows you to instantly view thumbnails of incoming and outgoing faxes Enhanced Fax Composer contains a variety of views when creating a new fax This provides much larger viewing areas for recipients attachments and comments SMTP authentication for added security when sending Email Send and receive faxes from your desktop Address grouping provides convenient contact list segmentation Customizable interface font type size labels default cover pages and messaging Client side imaging which eliminates the need to duplicate fonts and applications on the Fax Server Soft Solutions Inc Welcome to 4 Sight FAX Client Page 3 e Windows Client software for Windows 98 ME 2000 and XP Macintosh Clients for OS 9 and OS X e Server and Client based address books e Remote access via TCP IP where connecting to your fax Server is as close as an Internet connection e Support for Direct Inward Dial Soft Solutions Inc
15. from Previous Versions What s Next Getting Started Connecting and Logging into a 4 Sight FAX Server Fine Tuning Login and Notification Preferences Logging In from Outside Your Local Area Network LAN What s Next 3 Sending Faxes Sending Faxes About Attachments Including Attachments Scheduling a Fax Sending a Private Fax Resending a Fax Forwarding a Fax Rejecting a Fax in Transit Suspending Holding a Fax Releasing a Suspended Fax Email To Fax 4 Receiving Faxes Receiving Faxes Viewing Faxes Annotating Messages Printing Faxes Assigning Faxes Opening Previously Saved Faxes 5 Managing Your Address Books About Address Books Opening and Creating Address Books Page v N COND WN 10 14 2l 2l 23 24 28 28 30 32 32 33 37 37 37 38 4 42 43 46 47 48 49 51 52 53 Soft Solutions Inc 4 Sight FAX Client v7 5 Page vi Table of Contents Creating Modifying and Deleting Address Book Contacts Entries 53 Creating Modifying and Deleting Address Book Groups 57 Searching an Address Book 59 Importing Address Books 6l Using the Mapping Interface 62 6 Managing the Queues and Folders 63 About the Queues and Folders 64 Working with the Incoming Queue 65 Working with the Outgoing Queue 67 Searching the Incoming and Outgoing Fax Queues 70 Working with the Pending Faxes Folder 72 Working with the Sent Faxes Folder 74 Working with the Personal Folders 75 Searching the Various Fax Folder
16. notifications of activity Give me notifications of _ My outgoing activity is My incoming activity r Notification Method v Message window Mcm Cw En How do I 1 Launch and log into the 4 Sight FAX Client application 2 Access the Account name dialog box e From the Folders List double click on your user name next to the n icon e Select the name from Folders list then from the Windows pull down menu select Properties 3 Click the Notifications tab You can configure the following e Click Apply when done 4 Sight FAX Client v7 5 Soft Solutions Inc Sending and Receiving Faxes Page 21 Show Allows you to receive notification either by a pop up notifications window sound or both that either a fax has been of activity received or that a fax has been successfully sent failed or rejected Refreshes the You can define in minutes how often you want the 4 queues every Sight FAX Client to check the 4 Sight FAX Server for _ minutes any new activity incoming and outgoing Give me Depending on your FAX Server defined user rights Full notification Queue Access you can either receive notification on of All activity or just your own My Outgoing All faxes sent successfully failed or rejected by the intended recipient Incoming any new faxed received Notification You can receive either a pop up message window method computer sound or both when an activity occurs for the se
17. on your hard drive or network Print the fax to the current or default printer Permanently delete the fax from 4 Sight FAX Client Warning e You cannot undo this action To Resend an existing fax message Outgoing queue only You can resend a fax that failed to be transmitted if it reached the maximum number of retries as defined on the FAX Server or if you edited the recipient information Soft Solutions Inc 4 Sight FAX Client v7 5 Page 44 Sending and Receiving Faxes Button Function Field To Forward an existing fax message Incoming queue Outgoing queue Sent Faxes and Personal Folders You can Forward or resend a message to other recipients that were not originally on the recipient distribution list Button Function Field Assign an incoming fax to another fax user on the 4 Sight FAX Server an incoming fax to another fax user on the 4 Sight FAX Server This option is only available if you view a fax from the Incoming Queue Temporarily halt the transmission of the selected fax message ssid halt the transmission of the selected fax message Prevent Prevent the 4 Sight FAX Server from transmitting the selected fax tid 4 Sight FAX Server from transmitting the selected fax message a aseo Access the online help system Move directly to any page of a fax Move EE Move backward to the previous page inthe fax message i aititt s d to the previous page in the fax message Move MA
18. the columns in the Sent queue ii D The intended recipient s of the fax message The number the fax Server dialed to send the fax message abi Subject The subject matter or title of the fax message The originator of the fax message The date and time at which the fax message was sent to the 4 Sight FAX Server Note e Ifa fax is scheduled for a later time the Date field shows the date and time when the fax will be sent 4 Sight FAX Client v7 5 Soft Solutions Inc Managing the Queues and Folders Page 75 Working with the Personal Folders What you can do from Use the Personal folder to keep fax messages that you do not want the Personal Folder to lose or have readily available The following chart shows what you can do from a Personal Folder New Fax Create a New Fax See Sending Faxes on page 24 for more information View the selected fax message See Viewing Faxes on page 43 for more information i gt Forward Forward the selected fax message to a different list of contacts other than the original list pe Delete Permanently remove the fax message from the 4 Sight FAX ye Server Access the online help system How do I 1 Launch the 4 Sight FAX Client application and log into the 4 Sight FAX Server 2 Do one of the following to continue Create a new e From the File menu click New and select Folder personal e Enter the name of your personal folder and click OK folder Your pers
19. the filter clear the search input field Notes e The search option filters address book contacts for display purposes only You cannot import address books with the filter you selected e ach search is performed only on the current address book not including any groups you may have To only search for names in a group you must first select that group from the Folder List 4 Sight FAX Client v7 5 Soft Solutions Inc Managing Your Address Books Page 61 Importing Address Books How dol Soft Solutions Inc L 2 On the File menu select Import Choose the type of address book you want to import You can choose a 4 Sight FAX version 4 or a tab delimited text file which you may have exported from another application Locate the file and click Import If you import a Version 4 address book the contacts are immediately inserted into your current Client address book All fields are matched to your current address book automatically If you select Delimited file an interface will appear that allows you to map the fields of your tab delimited file to those in the 4 Sight FAX Address Book See Using the Mapping Interface on page 62 for more information 4 Sight FAX Client v7 5 Page 62 Using the Mapping Interface 4 Sight FAX Client v7 5 AAD Managing Your Address Books Import Delimited File Map the fields from DebugLog to their corresponding fields in Fax Client Source Fields
20. user name listed on the Fax Server Alias Enter or select an alias alternate display name when sending faxes Remember Allows the Fax Client to remember your password so Password you are not asked for it each time you log into 4 Sight FAX Client Password Enter the password that was assigned to you when logging into the selected FAX Server Login Allows the Fax Client to automatically log you into automatically your account displayed in the Folder List when you launch the client Notes e If you selected Remember Password and or Login Automatically changes will take affect the next time you launch 4 Sight FAX Client e To automatically log into the selected 4 Sight FAX Server when you launch the application select BOTH the Remember Password even if you have not defined a password and the Login Automatically options e IP Address and Port Number can only be changed when you are logged out of the fax server e Changing your User Name can create login problems if this does not match is the user name set up on the Fax Server 4 Sight FAX Client v7 5 Soft Solutions Inc Sending and Receiving Faxes Page I7 The Options Tab Account John Doe Account Options Email Notification Login Folder Outgoing queue B Show faxes for all users Default cover page None is Privilege Value Administrator access Activated Automatic login Activated Email forwarding Activated Username alias Activated Fax broa
21. your workstation However you will not know if you have received a fax until you launch and login to the 4 Sight FAX Server If you do not have a DID line or you did not purchase the DID option for 4 Sight FAX you can assign all incoming faxes on each modem to a default user with the Automated Line Based Routing ALBR feature This option is activated within the 4 Sight FAX Server Refer to the Administrator s Guide for more information If you do not designate a specific user to receive incoming faxes then all users with Full Queue Access will receive notification of a new fax Refer to the Administrator s Guide for more information To check for new messages or to view faxes you must be logged into the fax Server You can Assign faxes from the Incoming Queue to any other fax user on the selected 4 Sight FAX Server New faxes are shown in green until they are viewed Soft Solutions Inc Sending and Receiving Faxes Page 43 Viewing Faxes Notes e You cannot Resend Forward or Assign any saved fax that you open and view outside of the 4 Sight Fax Client e To annotate a fax from the fax viewer you must click the Resend Forward icons a0 0A addendum EN gl t e aoa Page 1 S Bl Fewiaen VAJRA AIO Soft Solutions How dol e You can do the following when viewing a fax Button Function Field Save a i Save a fax to another location on your hard drive or network 0 to another location
22. 36 Resending Faxes 32 S Saving Faxes 78 Searching fax folders 75 fax queues 68 Sending Faxes including attachments 28 Sent Faxes searching the folder 75 using the folder 72 Software Requirements 6 Suspended Faxes how to resume 36 Suspending Faxes 36 T Technical Support contact information 94 U Upgrading from version previous versions 8 y Viewing Faxes in Fax Viewer 39 4 Sight FAX Client v7 5 Soft Solutions Inc
23. 4 Sight FAX Client v7 5 Quick Start Page 5 1 Installing 4 Sight FAX Client In this chapter Topic Software Requirements Upgrading from Previous Versions Installation Soft Solutions Inc 4 Sight FAX Client v7 5 Page 6 Software Requirements Minimum Software Requirements 4 Sight FAX Client for Macintosh 96MB 128MB RAM 20MB HDD 20MB HDD space space 4 Sight FAX Client v7 5 Quick Start 4 Sight FAX Client for Windows Windows Windows 2000 98 and ME and XP Vista and 7 not compatible with Windows NT 128MB 256MB RAM 20MB 20MB HDD HDD space space Soft Solutions Inc Quick Start Installation How to install 4 Sight FAX Client Soft Solutions Inc Page 7 Downloaded the 4 Sight FAX Client from the 4 Sight FAX website and copy it directly onto each machine that will run the Fax Client software Launch the Installer locally DO NOT run the Installer from another location or machine such as a network file server Double click on the appropriate installation program The installation program is based on the operating system you have installed View the Read Me file and click Continue Click Install Files are copied to your local hard drive Click Restart OS 9 or Quit OS X 4 Sight FAX Client v7 5 Page 8 Quick Start Upgrading from Previous Versions The installation program handles all upgrade issues What s Next Before you can start using 4 Sight
24. E OR RELATED DOCUMENTATION IN TERMS OF THEIR CORRECTNESS ACCURACY RELIABILITY OR OTHERWISE NO ORAL OR WRITTEN INFORMATION OR ADVICE GIVEN BY SOFT SOLUTIONS OR A SOFT SOLUTIONS AUTHORIZED REPRESENTATIVE SHALL CREATE A WARRANTY OR IN ANY WAY INCREASE THE SCOPE OF THIS WARRANTY SHOULD THE SOFT SOLUTIONS SOFTWARE PROVE DEFECTIVE YOU AND NOT SOFT SOLUTIONS OR AN SOFT SOLUTIONS AUTHORIZED REPRESENTATIVE ASSUME THE ENTIRE COST OF ALL NECESSARY SERVICING REPAIR OR CORRECTION SOME JURISDICTIONS DO NOT ALLOW THE EXCLUSION OF IMPLIED WARRANTIES SO THE ABOVE EXCLUSION MAY NOT APPLY TO YOU THE TERMS OF THIS DISCLAIMER DO NOT AFFECT OR PREJUDICE THE STATUTORY RIGHTS OF A CONSUMER ACQUIRING SOFT SOLUTIONS PRODUCTS OTHERWISE THAN IN THE COURSE OF A BUSINESS NEITHER DO THEY LIMIT OR EXCLUDE ANY LIABILITY FOR DEATH OR PERSONAL INJURY CAUSED BY SOFT SOLUTIONSIS NEGLIGENCE 5 Limitation of Liability UNDER NO CIRCUMSTANCES INCLUDING NEGLIGENCE SHALL SOFT SOLUTIONS BE LIABLE FOR ANY INCIDENTAL SPECIAL INDIRECT OR CONSEQUENTIAL DAMAGES ARISING OUT OF OR RELATING TO THIS LICENSE SOME JURISDICTIONS DO NOT ALLOW THE LIMITATION OF INCIDENTAL OR CONSEQUENTIAL DAMAGES SO THIS LIMITATION MAY NOT APPLY TO YOU In no event shall Soft Solution s total liability to you for all damages exceed the amount of fifty dollars USD 50 00 6 Export Law Assurances You may not use or otherwise export or re export the Soft Solutions Software except as authorized by Un
25. Get Users and then select your name from the User Name list Decide from the following options Account Decide how you want your name to appear on your name window when you login Remember Allows the Fax Client to remember your password so you password are not asked for it each time you log into 4 Sight FAX Client Password Enter the password that was assigned to you when logging into the selected FAX Server Login Allows the Fax Client to automatically log you into the 4 automatically Sight FAX Server when you launch the client 4 Click Create 5 Select your user name from the Folder List g 6 Click the icon to start Soft Solutions Inc 4 Sight FAX Client v7 5 Page 14 Sending and Receiving Faxes Fine Tuning Login and Notification Preferences Use the Account Settings dialog box to define the following What you can configure Account e Display user name e IP Address and Port of the 4 Sight FAX Server e Alias e Login options Options e The default folder to view when you login e Show faxes for all users If you have the 4 Sight FAX Server privilege e The default cover page to use when sending faxes e View which options and features are currently available e Fax Forward to Email option Notification e How often in minutes the FAX Client should check the FAX Server for new messages e Whether or not you want to be notified when you receive or send a fax e Allow notificati
26. age 30 for more information i Hold Temporarily halt the transmission of the selected fax s Temporarily halt the transmission of the selected fax i message See Suspending Holding a Fax on page 37 for more information Release Allow 4 Sight FAX Server to continue transmitting a suspended fax message See Releasing a Suspended Fax on page 37 for more information m Forward Forward the selected fax message to a different list of gt contacts other than the original list tt Resend Allow the 4 Sight FAX Server to attempt to send a fax message with a current status of Rejected Suspended or Failed See Resending a Fax on page 32 for more information Ee Reject Prevent the 4 Sight FAX Server from transmitting the selected fax message Soft Solutions Inc 4 Sight FAX Client v7 5 Page 68 Managing the Queues and Folders aaa Delete Permanently remove the fax message from the 4 Sight f Fes FAX Server Access the online help system What the Outgoing Queue Displays The following describes the columns in the Outgoing queue ands i Pos The position of each fax in the Server queue The Position Server processes faxes on a first in first out basis Note e Priority faxes are inserted into the queue before non priority ones The intended contact s of the fax message Subject The subject or title of the fax message The originator of the fax message The date and time at which the fax me
27. ch the 4 Sight FAX Client application and log into the 4 Sight FAX Server 2 Do the following to view the fax e To view a received fax access the Incoming Queue or a Personal folder if you moved the fax from the Incoming Queue Double click on the fax listing e To open a saved fax select Open Fax from the File menu Locate the fax message and then click Open 3 Once the viewer is open click Save from the File menu 4 Choose where you want to save the fax and click Save Deleting Faxes and Address Book Contacts How dol 1 Click on the appropriate queue or folder from which you want to permanently remove fax messages or address book contacts 2 Select the fax messages or address book contacts to you want to delete 3 Click the Delete button al 4 Sight FAX Client v7 5 Soft Solutions Inc Managing the Queues and Folders Page 81 Notes e You can delete client address book contacts as well as 4 Sight FAX Server contacts with the appropriate 4 Sight FAX Server rights e If you want to delete an Apple based address book contact you must the contact directly from the Apple address book Managing Reports Use the 4 Sight FAX Client reporting capabilities to view sort filter and print activity for the Outgoing and Incoming queues Outgoing Fax Reports You can filter your results based on the status of the outgoing fax Sent Failed and Rejected You can also decide whether or not to include those faxes t
28. clicking the View button Click the Assign button and select the current 4 Sight FAX user s that you want to view this fax message If you want you can also change the From and Subject text Click OK You can only assign faxes to other 4 Sight FAX Client users The Assign option is only available for Incoming Faxes If the Fax Forward to Email option is purchased and enabled for the assigned user that user will receive an Email with the fax attached as a PDF file Soft Solutions Inc Sending and Receiving Faxes Page 49 Opening Previously Saved Faxes How do I Soft Solutions Inc Fax Client MaI Edit View Actions Tools Window Help O 0G 4 Sight Fax Client D EA J J l gt e fo J Bad wuld PBE amp Login NewFax View Edit n File Refresh Forward Resend Reject Deletee Help Folder List T To TE starts with gt K John Doe z Pending Faxe ror FaxNumber Subject From Date dip Sent Faxes amp Avery M lt No subject gt John Doe 2 4 05 3 51 PM Ridtece Honk Mitch Frank jtyj John Doe 2 4 05 3 50 PM jhon Mitch Frank hjkugyk John Doe 2 4 05 3 48 PM jon S Open fa m _ E Desktop 4 Network Z a 4SFaxOSXC t60b7 dmg E Panther LS Documents E Tiger E Library E Movies Ci Macintosh HD Music a __ 4 Sight Fax Pictures fH Desktop Public a Send Registration tester F Sites s Applications M Documents fi Movies 6 Mu
29. d in your new group On the File menu point to New and select Group or click the New button Proceed to step 4 to add contacts to this group Double click on a group name Proceed to step 4 Select the group you want to permanently remove from your address book and press the Beon 4 Provide or change the Group Name 4 Sight FAX Client v7 5 Page 58 5 Add contacts to your group Remove contacts from your group Tip Notes 4 Sight FAX Client v7 5 Managing Your Address Books Use the following chart to continue A list of available contacts from your current personal address book appears in the Available list box You can multi select contacts by pressing the Command key for Macintosh or the Ctrl key for Windows and clicking on the desired contacts Drag the selected contacts into the created group A list of selected contacts from your current personal address book appears in the Selected list on the right You can select multiple contacts and remove them from a group by pressing the Command key for Macintosh or the Ctrl key for Windows and click left Click the a icon Click OK You can select multiple sequential contacts by selecting the first contact hold down the lt Shift gt key and select the last contact All contacts in that range are selected You can include as many groups to your personal address book as you want You cannot create groups using the Server based address
30. dcasting Deactivated DDI number Deactivated Enforce group as public Deactivated View all faxes Deactivated Priority faxes Deactivated Driunta favnar Arctiunatoad How dol 1 Launch and log into the 4 Sight FAX Client application 2 Access the Account name dialog box e From the Folders List double click on your user name next to the a icon e Select the name from Folders list then from the Windows pull down menu select Properties 3 Click the Options tab You can configure the following e Click Apply when done e _ Login Folder You can decide which queue incoming or outgoing you want 4 Sight FAX Client to display when you login Show faxes for Allows you to view all incoming and outgoing faxes all users from all users on this FAX Server Note Soft Solutions Inc 4 Sight FAX Client v7 5 Page 18 Sending and Receiving Faxes e You can only view faxes for all users if you have the Full Queue Access feature enabled on the Fax Server Default cover Allows you to define a default cover page to use when page sending messages Note e You can change which cover page you want within the Fax Composer Default Fax Allows you to select a different fax line if this FAX Line Server has more than one fax line The default is Next Available Phone Card Allows you to configure a default phone card number to use when accessing the 4 Sight FAX Server from a remote location such as from a hotel bypassing t
31. ect from multiple accounts on the client machine from which to send messages Choose whether to save a copy of outgoing faxes to the Sent Faxes folder Define the default zoom when viewing fax messages Feedback Enable Disable 4 Sight FAX to display a confirmation message Enable Disable 4 Sight FAX to display a confirmation message box when deleting a fax message Enable Disable 4 Sight FAX to play sounds when an event occurs such as sending or receiving a fax message Advanced o Select the default language you want 4 Sight FAX Client to use Select the default language you want 4 Sight FAX Client to use Decide if you want 4 Sight FAX Client to automatically check for updates Choose your Country of origin Decide what you want to view when you launch and log into 4 Sight FAX You can open the main window or launch the Fax O rrrrrr C CCCCS 4 Sight FAX Client v7 5 Soft Solutions Inc Fine Tuning How dol Page 89 Fax Preferences Outgoing Faxes Preferences Fax Feedback Advanced Composing Default Priority Normal Le Cover page resolution Fine i _ Show Account popup v Save copy in Sent Faxes folder Viewing Default zoom Fit Width ie Cancel 1 Launch 4 Sight FAX Client e Mac On the Fax Client pull down menu select Preferences e Windows On the Tools pull down menu select Preferences 2 Click the Fax tab Decide which option s
32. er Access the Outgoing Queue and select the currently suspended held fax and click the Release button The date field displays the date the fax was originally scheduled Otherwise the current date is displayed and the date is displayed without Italics 4 Sight FAX Client v7 5 Page 38 How dol Email To Fax Sending and Receiving Faxes The email to fax feature works by sending an email from your email client to a specific email address on your network Your FAX Server Administrator will establish a specific email address on your network to check The 4 Sight FAX Server will then check this email account at specified intervals converting any emails to a fax We recommend an email address of fax yourdomain com Formatting Requirements The subject line of the email will be the subject of your fax and any attached PDF or PNG files will be included in the fax 1 Open anew email in your email client Apple Mail Entourage Thunderbird etc 2 Address the email to the address you assigned on your network to handle email to fax i e fax yourcompany com 3 Use this format in the body of the email Recipient Name Company Fax Number CoverPageNumber Comments HH Examples 1 With a cover page number Jane Doe Company X 15555552222 2 These are sample comments HH 2 Without a cover page number Jane Doe Company X 15555552222 HH These are sample comments HH 4 Send your email 5 User o
33. f the email to fax feature will receive an email from the fax server providing feedback 1 e successful unsuccessful etc NOTES 4 Sight FAX Client v7 5 o Ifno cover page number is entered but comments are provided the server will automatically choose cover page 1 Soft Solutions Inc Sending and Receiving Faxes Page 39 o Supported file formats are PDF and PNG Soft Solutions Inc 4 Sight FAX Client v7 5 Sending and Receiving Faxes 4 Receiving Faxes Soft Solutions Inc In this chapter Receiving Faxes Viewing Faxes Annotating Messages Printing Faxes Assigning Faxes Opening Previously Saved Faxes Page 4 4 Sight FAX Client v7 5 Page 42 Receiving Faxes Sending and Receiving Faxes You can receive and view a new fax message by T Clicking the Refresh icon t s to allow the 4 Sight FAX Client to check for new incoming faxes Accessing the Incoming Queue If you have configured your 4 Sight FAX Client to display a pop up window when you receive a new fax the following dialog box appears 4 Sight Fax Server Server Mac For John Doe A new fax has arrived for John Doe with the subject Fax Cover Form gg 6 messages Things to keep in s mind Notes 4 Sight FAX Client v7 5 View All 4 A N f View It is not required that you have the 4 Sight FAX Client running or have any notification options enabled to receive a fax at
34. figured to reject grayscale faxes Sent the fax message has been successfully transmitted e To view another user s sent faxes click the Show All check box e To view a fax double click on its listing in the queue e Private faxes can only be viewed by their owner 4 Sight FAX Client v7 5 Page 70 Managing the Queues and Folders Searching the Incoming and Outgoing Fax Queues Headings and Search Parameters eee 4 Sight Fax Client 4 eo 4 AJ pp AD En y amp E mn New Fax View Forward Delete Help List sient AEAN P y John Doe i Ffrom j 5 Outgoing Faxes rane To Subject Date Pages Status d Incoming Faxes Your Tours John Doe ticket 12 23 04 3 31 1 Received 7 Pending Faxes Technical Staff John Doe instructions _ 1 3 05 3 45 PM 3 Received Sent Faxes G Address Book gt Important faxes Active Accounts Search results Fax viewer How do I 1 Launch the 4 Sight FAX Client application and log into the 4 Sight FAX Server e Under the Folder List click on the Incoming Faxes or Outgoing Faxes button 2 Decide if you want to search only your faxes or everyone s faxes e Click the Show All option to view and search through all faxes e Clear the Show All option to view and search through only your faxes 3 Select a field and search operator and then provide the appropriate input to define your search 4 Sight FAX Client v7 5 Soft S
35. following describes the columns in the Incoming queue The Company or person who initiated the fax To The intended 4 Sight FAX Client recipient of the fax message The subject or title of the fax message Date The date and time at which the fax message was received by the 4 Sight FAX Server The total number of pages Status The status of fax message Fax messages can have the following status Converting processing the raw data and creating a TIFF image file format Received Indicates the complete fax was received Printed Indicates that the fax message was sent to a printer of your choice 4 Sight FAX Client v7 5 Soft Solutions Inc Managing the Queues and Folders Page 67 Working with the Outgoing Queue What you can do from Use the Outgoing queue to display information about the status and the Outgoing Queue history of fax messages that you have sent You can do the following from the Outgoing Queue T Log in out Log into the FAX Server to send and receive messages i New Fax Create a New Fax See Sending Faxes on page 24 for more information qi View View the selected fax message See Viewing Faxes on page 43 for more information Edit You can do 45 Edat You can do the following following e Change the Name Fax Number and Company of the fax message contact as well as the Subject e You can also Schedule when you want the fax message to be transmitted See Scheduling a Fax on p
36. g Faxes Page 35 Provide additional comments Include any attachments Insert Data into Billing Fields Soft Solutions Inc Select a Cover Page to include additional comments Enter your comments in the Comments text box Tip e Click on the Annotation tool icon to include additional mark ups See Annotating Messages on page 46 for more information Click the Attach button 2 You can attach multiple documents to the fax message but only one document at a time See Including Attachments on page 28 for more information If your Administrator has activated any of the three customizable Billing Fields on the Fax Server these will appear under the Comments section Complete the information for each field as required 7 Click the Options tab and select from the following options e Decide which Fax Line you want to use to send your fax This option is useful if more than one fax line is available and if one fax line is unavailable or busy and unable to send your fax now e Decide if you want to make use of your Phone Card to send this message e Decide when you want to Schedule your fax to be sent e Click Send Now to allow 4 Sight FAX Server to process and transmit the fax immediately e Click Send Later to schedule 4 Sight FAX Server to send the message at a later time gt 8 Click Send 5 Notes e About forwarding messages and cover pages If you forward a fax from the Outgoing Q
37. ght FAX Server 2 On the Tools menu click Incoming Faxes Report 3 Decide the time from which you want to base your report You can choose from the following options Base the Incoming Faxes Report on Faxes of Faxes received within the current calendar Today day Faxes of This Faxes received within the current calendar Week week All Faxes All faxes regardless of date Faxes of Faxes received within the dates you specify Select Dates 4 Provide the name that you want to appear at the top of the printed report The default name is Incoming Faxes Report 5 View the report 6 The printed report will only print what is visible in the columns Soft Solutions Inc Managing the Queues and Folders Page 85 7 Use the following chart to continue Receive a hard copy of the report Export Save the report information to a tab delimited text file Use the tab delimited text file to import the information into another 3 party spreadsheet or reporting application Soft Solutions Inc 4 Sight FAX Client v7 5 Fine Tuning Page 87 7 Fine Tuning In this chapter Topic Preferences Soft Solutions Inc 4 Sight FAX Client v7 5 Page 88 Fine Tuning Preferences Use Preferences to fine tune your 4 Sight FAX Client Tab Whatyoucando you can do Fax Defineoutgoingfax priority O outgoing fax priority Default cover page fax resolution Option to sel
38. gory An additional method for organizing or grouping your contacts l adress Addecss Paice thesteciaddresectineconuich 1 Enter the street address of the contact Address 2 Enter additional mailing information here City Enter the name of the city or township of the contact State Province Enter the name of the state or province of the contact Postal Code Enter the postal or zip code of the contact Phone Number Enter the phone number of the contact Custom 1 3 Use these fields to capture additional information about the contact 4 Sight FAX Client v7 5 Page 56 Managing Your Address Books From the bottom of each New Modify Contact tab Save to address book 4 Sight FAX Client v7 5 By default all address book entries are saved to the local address book Note If your were given the appropriate 4 Sight FAX Server privileges you can also add save delete and modify fax server address book entries Click OK You can have as many personal address books as you want however you can only have one address book active displayed within 4 Sight FAX Client at one time You must provide at least a name first and last and a fax number If you do not click the Smart Dialing option you must supply all necessary dialing information such as a 1 for dialing long distance or 011 for dialing international Server based address book contacts are identified with a bullet t
39. hat were suspended by the user 6000 R oul Export Print Help Outgoing Faxes Report Title Outgoing Faxes Report Options Filters Scope Faxes of selected dates B M include Sent I Include Failed From 1 1 05 E3 To 3 7 05 z M include Rejected Sort Date it l Ascending i include Suspended Outgoing Faxes Report Date From To Subject Status 2 15 05 3 53 PM John Doe en mj Waiting 2 15 05 3 34 PM Jonn Doe Avery M _ imaged 215 05 11 04 AM John Doe Mitch Frank New Contact imaged 2 12 05 10 49 AM John Doe Mitch Frank New Contract imaged l1 page How do I 1 Launch the 4 Sight FAX Client application and log into the 4 Sight FAX Server 2 On the Tools menu click Outgoing Faxes Report 3 Decide the time from at which your report should begin The following chart displays your options Base the Outgoing Faxes Report on Faxes of Faxes sent or attempted to be sent within the Today current calendar day Faxes of Faxes sent or attempted to be sent within the this week current calendar week Soft Solutions Inc 4 Sight FAX Client v7 5 Page 82 Managing the Queues and Folders All Faxes All faxes regardless of date Faxes of Faxes sent or attempted to be sent within the Selected dates you specify Dates 4 Choose the Filters you want to use Include Include those faxes with a status of Suspended Suspended 5 Provide the name t
40. hat you want to appear at the top of the printed report The default name is Outgoing Faxes Report 6 View the report 7 The printed report will only print what is visible in the columns 8 Use the following chart to continue Receive a hard copy of the report Export Save the report information to a tab delimited text file Use the tab delimited text file to import the information into another 3 party spreadsheet or reporting application 4 Sight FAX Client v7 5 Soft Solutions Inc Managing the Queues and Folders Page 83 Note e You can run reports on your faxes however if you have the appropriate 4 Sight FAX Server privilege Full Queue Access then you can print a report for all faxes on the server Soft Solutions Inc 4 Sight FAX Client v7 5 Page 84 How dol 4 Sight FAX Client v7 5 Managing the Queues and Folders Incoming Fax Reports You can filter your results based on the time and date you specify 000 R oul Export Print Help Incoming Faxes Report Title Incoming Faxes Report Options Filters Scope Faxes of selected dates it From 1 1 05 E3 To 3 7 05 3 Sort Subject I M Ascending Incoming Faxes Report Date To Subject Status 1 28 05 5 13 PM John Doe Fax Cover Form 49 KB Received 1305 3 45 PM Jonn Doe instructions Received 1 page 1 Launch the 4 Sight FAX Client application and log into the 4 Si
41. he additional hotel phone and toll charges Privilege Value Displays which options or features are currently available or not available 4 Sight FAX Client v7 5 Soft Solutions Inc Sending and Receiving Faxes Page 19 The Email Tab Account John Doe Account Options Email Notification Incoming Options v Enable fax forwarding to email Email Address in yourcompany com Outgoing Options Email Address out yourcompany com How do l 1 Launch and log into the 4 Sight FAX Client application 2 Access the Account name dialog box e From the Folders List double click on your user name next to the n icon e Select the name from Folders list then from the Windows pull down menu select Properties 3 Click the Email tab You can configure the following e Click Apply when done Enable fax Enable this feature to receive an Email with the fax forwarding attached as a PDF file to email Note e You must purchase the Email Suite feature separately Soft Solutions Inc 4 Sight FAX Client v7 5 Page 20 Sending and Receiving Faxes ics aac Email Enter your Email address where you receive Email Address messages Incoming Email Enter the Email address where you want messages Address forwarded Faxes are sent to this email address in PDF Outgoing format The Notification Tab Account John Doe Account Options Email Refresh the queues every a l minute Mi Show
42. he Attach button T2 and select the printable files one at a time to include with the fax You can include as many attachments as you want Each file attachment is converted into a fax TIFF image file on your local computer and appended to the end of the fax If you attach more than one file to the fax the attachments appear in the order they were selected Including Attachments lt No subject gt i BE Desktop nati pisn l Network a 4SFaxOSXC t60b7 dmg m o E Panther account login jpg zi account login2 jpg Recipients Tiger 3 i FaxClient app sit gt 3 Technical Macintosh HD f New Account 1 jpg Sj A i a oe 4 Sight Fax New Account 2 jpg very M new accou combo bmp mbites Picture 1 tester 3 ki _ Thumbs db Kind Document e Applications Size 64 KB Documents Created 2 3 05 Contacts Com f Movies Modified 2 3 05 gt X This document pres ad through this documen amp Avery M 6 Music amp Madeline R amp Mitch Frank gt amp Technical M Pictures New Folder details of Mac OS X requ rade requiremems htm Recommend 256MB or higher of system memory About 20MB of available hard disk space for installation b Software Requirements Mac OS X 10 2 x Jaguar and above In order to install 4 Sight Fax Client please make sure that your system satisf requirements i T 1 Launch the 4 S
43. ialog box appears if you do not have at least one 4 Sight FAX Client account user defined such as when you launch 4 Sight FAX Client for the first time or if you have deleted all accounts on this machine Note e See How do I on page 12 for more information Soft Solutions Inc 4 Sight FAX Client v7 5 Page 2 Sending and Receiving Faxes How dol roan New Account Fax Servers Tester s Computer Production Server aadress e r ao Account Name Tester s Computer User Name wi Remember password Password ETTE W Login automatically a Ce ED Do the following to continue New Create an account for this 4 Sight FAX Client Account running on this machine Select your account name by choosing the fax server from the 4 Sight FAX Server list This can be the same or different from your username Work Create faxes now 4 Sight FAX Client Offline automatically puts them into the Pending folder When you connect to the 4 Sight FAX Server you can send the faxes immediately or schedule them for a later time 1 Click New Account to e Select the 4 Sight FAX Server you want to use to send and receive faxes e Select your user name that was created for you by the fax administrator for the FAX Server you selected 4 Sight FAX Client v7 5 Soft Solutions Inc Sending and Receiving Faxes Page I3 2 Select the FAX Server you want to use from the Fax Servers list 3 Select
44. ight FAX Client application and log into the 4 Sight FAX Server 2 Prepare a fax for sending See Sending Faxes on page 24 for more information 4 Sight FAX Client v7 5 Soft Solutions Inc Sending and Receiving Faxes Soft Solutions Inc Notes Page 29 Click the Attach button 2 to locate a document to include in this fax Click Open The document is opened in the application that was used to create it or the currently selected default application for that file type Although a print command is automatically issued using the 4 Sight FAX printer driver you must select the print range and click Print The document is then converted into an image file suitable for faxing The file is attached to the fax message You can preview the attachment s in the viewer section of the Compose New Fax Window under the Fax Details tab t When done click the Send button e If your machine does not have the appropriate software to open and print the document or file then you cannot include it as an attachment e You can add as many documents as you want but only one at a time 4 Sight FAX Client v7 5 Page 30 Sending and Receiving Faxes Scheduling a Fax C Send the fax now Send the fax later Time 4 36AM Date 4 Feb 2005 gt SMTWTFES m234 6 7 8 9101112 13 14 15 16171819 20 21 22 23 24 25 26 27 28 How do I 1 Launch the 4 Sight FAX Client application and log into the 4 Sight FAX Server 2 U
45. it New Contact New Group Forward Reject Delet Help J he Dew List Name S starts with e3 ohn Doe E a Outgoing Faxes Name is Company Fax Number Category a Incoming Faxes amp amp Technical Sup y3 Pending Faxes A Avery M My Company 555 555 5555 Sent Faxes amp Mitch Frank His Companv 222 222 2222 a 4 Sight Fax Address Book New Contact gt Important faxes X gt Active Accounts Contact SS Se Full Name Alisa B Moglin First Last Alisa Moglin Salutation Mrs Company Her Company Title CEO M smart dialing Country 1 Fax 444 444 4444 Email Alisa AnyISP com Category Vendor v Save to address book Fax Server 4 C Soft Solutions Inc 4 Sight FAX Client v7 5 Page 54 Managing Your Address Books The following table indicates what the address book icons indicate Address book Description Icon Personal address book entry Le Server address book entry Group address book entry Apple address book entry Note e If your were given the appropriate 4 Sight FAX Server privileges you can also add save delete and modify fax server address book entries How do I 1 Launch the 4 Sight FAX Client application and log into the 4 Sight FAX Server 2 From the Folders List click on the Address Book located below the Sent Faxes folder 3 Use the following chart to continue Create a new On the File menu point to New and select contact Contact or click from w
46. ited States law and the laws of the jurisdiction in which the Soft Solutions Software was obtained In particular but without limitation the Soft Solutions Software may not be exported or re exported i into or to a national or resident of any U S embargoed country or ii to anyone on the U S Treasury Department s list of Specially Designated Nationals or the U S Department of Commerce s Table of Denial Orders By using the Soft Solutions Software you represent and warrant that you are not located in under control of or a national or resident of any such country or on any such list 7 Government End Users If the Soft Solutions Software is supplied to the United States Government the Soft Solutions Software is classified as restricted computer software as defined in clause 52 227 19 of the FAR The United States Government s rights to the Soft Solutions Software are as provided in clause 52 227 19 of the FAR 8 Controlling Law and Severability If there is a local subsidiary of Soft Solutions in the country in which the Soft Solutions Software License was obtained then the local law in which the subsidiary sits shall govern this License Otherwise this License shall be governed by the laws of the United States and the State of Georgia If for any reason a court of competent jurisdiction finds any provision or portion thereof to be unenforceable the remainder of this License shall continue in full force and effect 9 Complete Agree
47. ithin the Address Book Proceed to step 4 Modify an existing Double click any contact Continue to step 4 contact Delete a contact Select the contact you want to remove and click 4 Provide the appropriate information from each tab to create or modify an address book entry 4 Sight FAX Client v7 5 Soft Solutions Inc Managing Your Address Books From the Address tab Other tab Soft Solutions Inc Page 55 Provide or modify the following contact information Full Name Contat Bull Nawi e The Riatand astaamectincconace s sd first and last name of the contact First Last Name The first and last name of the contact Salutation Mr Mrs Ms Dr Dean and Professor You may also add your own Company Name of the company or organization where this contact is employed Title The contact s professional title in the company Smart Dialing Click this option to allow the Fax Server to attach the appropriate prefix dial code s as well as any long distance digits when necessary If you do not click this button you must supply all necessary dialing information prefix codes and long distance digits yourself Country code The international code that identifies from which country you are sending this message Fax Area Num Provide the area code or city code and then the fax number in the appropriate fields Email The Email address of the intended receipt s Cate
48. l hold the lt Command gt key use the lt Control gt key if you are on a PC and select the contacts you want Include a tact that 1 j ee Click the Quick Recipient icon address book You must provide the contact s Full Name and Fax Number You can also include the Company Name and Email address if you want These entries cannot be added to your address book Note The Fax Server s Smart Dialing feature does not apply to any fax numbers you enter in the Quick Entry fields Be sure to enter these numbers exactly as they should be dialed including a 1 if long distance or any codes and prefixes required for international dialing 5 Click the Cover Page tab and select or enter the following e Decide if you want to send this fax as the currently logged in user name or as another user from the pull down menu next to Sender e Decide if you want to send this message as a Fax Email or both You must have purchased the Email Suite to send messages as Emails e Select the Cover Page you want to use e Enter a Subject for this fax message e Assign a Priority to this fax message Decide if you want to send this message as a Private Fax Select this option if you do not want anybody to see or have a record of this message You must have permission from the Administrator to send Private faxes 6 Use the following chart to continue your setup 4 Sight FAX Client v7 5 Soft Solutions Inc Sending and Receivin
49. lected account Logging In from Outside Your Local Area Network LAN 4 Sight FAX Client and the Fax Server communicate with each other using the TCP IP protocol Because of this you are able to log into the Fax Server from anywhere in the world using a Client computer that has Internet access The computer on which the Fax Server is running must have a static public external IP address The procedure for setting up this type of login is the same as if you were logging in from within your LAN What s Next Review the following sections for more information about sending and receiving faxes managing your address books and working with the queues and folders Sending Faxes Soft Solutions Inc 4 Sight FAX Client v7 5 Page 22 Sending and Receiving Faxes Working with Address books 4 Sight FAX Client v7 5 Soft Solutions Inc Sending and Receiving Faxes Page 23 3 Sending Faxes In this chapter Sending a Private Fax S Soft Solutions Inc 4 Sight FAX Client v7 5 Page 24 Sending Faxes How it all works Sending and Receiving Faxes The process of sending a document as a fax is a 5 step process Create a a eee ee aoa ao document Convert document into a format suitable for faxing 3 Select recipients This is where youcan select your recipients recipients and fax details A Whetaxiecentio eolon haoa fax is sent to the 4 Sight FAX Server ea Deena eee e aee Cd
50. ment This License constitutes the entire agreement between the parties with respect to the use of the Soft Solutions Software and supersedes all prior or contemporaneous understandings regarding such subject matter No amendment to or modification of this License will be binding unless in writing and signed by Soft Solutions This software package is covered by the XML RPC C library License Additionally certain parts of this library are derived from pre existing code which may carry its own license Soft Solutions Inc Terms and Conditions Soft Solutions Inc Page iii Copyright c 1988 1997 Sam Leffler Copyright c 1991 1997 Silbutton Graphics Inc Libtiff IN NO EVENT SHALL SAM LEFFLER OR SILBUTTON GRAPHICS BE LIABLE FOR ANY SPECIAL INCIDENTAL INDIRECT OR CONSEQUENTIAL DAMAGES OF ANY KIND OR ANY DAMAGES WHATSOEVER RESULTING FROM LOSS OF USE DATA OR PROFITS WHETHER OR NOT ADVISED OF THE POSSIBILITY OF DAMAGE AND ON ANY THEORY OF LIABILITY ARISING OUT OF OR IN CONNECTION WITH THE USE OR PERFORMANCE OF THIS SOFTWARE SOFT SOLUTIONS INC Copyright 2000 2010 Soft Solutions Inc World Wide Rights Reserved 4 Sight FAX Client v7 5 Page iv Terms and Conditions This page intentionally left blank 4 Sight FAX Client v7 5 Soft Solutions Inc Table of Contents Table of Contents Welcome to 4 Sight FAX Client Introduction 1 Installing 4 Sight FAX Client Software Requirements Installation Upgrading
51. mentation THE SOFT SOLUTIONS SOFTWARE IS NOT INTENDED FOR USE IN THE OPERATION OF NUCLEAR FACILITIES AIRCRAFT NAVIGATION OR AIRCRAFT COMMUNICATION SYSTEMS OR AIR TRAFFIC CONTROL MACHINES IN WHICH CASE THE FAILURE OF THE SOFT SOLUTIONS SOFTWARE COULD LEAD TO DEATH PERSONAL INJURY OR SEVERE PHYSICAL OR ENVIRONMENTAL DAMAGE Your rights under this License will terminate automatically without notice from Soft Solutions if you fail to comply with any term s of this License 3 Limited Warranty on Media if applicable Soft Solutions warrants the media on which the Soft Solutions Software is recorded to be free from defects in materials and workmanship under normal use for a period of ninety 90 days from the date of original retail purchase Your exclusive remedy under this paragraph shall be at Soft Solution s option a refund of the purchase price of the product containing the Soft Solutions Software or replacement of the Soft Solutions Software which is returned to Soft Solutions or a Soft Solutions authorized representative with a copy of the receipt THIS LIMITED WARRANTY AND ANY IMPLIED WARRANTIES ON THE MEDIA INCLUDING THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE ARE LIMITED IN DURATION TO NINETY 90 DAYS FROM THE DATE OF ORIGINAL RETAIL PURCHASE SOME JURISDICTIONS DO NOT ALLOW LIMITATIONS ON HOW LONG AN IMPLIED WARRANTY LASTS SO THIS LIMITATION MAY NOT APPLY TO YOU THE LIMITED WARRANTY SET FORTH HEREIN
52. o the left of the name Unless the 4 Sight FAX administrator granted you specific rights to do so you cannot Delete or Modify contacts from the Server based address book or from the Apple address book from within the 4 Sight FAX client Your personal address book contacts are specific only to your fax Client account and are therefore not available to other fax Client users Soft Solutions Inc Managing Your Address Books Page 57 Creating Modifying and Deleting Address Book Groups IT 4 Sight Fax Client 4 t New Fax Folder List Y John Doe Outgoing Faxes Incoming Faxes amp Jan Doe amp Derek 3 Pending Faxes Sent Faxes aap G Group Name r Delete Help F aD i amp Technical Sup amp Avery M My Company amp Mitch Frank His Company Edit eNuUmber 555 555 5555 222 222 2222 4 Sight Fax Address Book amp Important faxes amp Active Accounts How dol Create a new group Modify an existing group Delete a group Soft Solutions Inc 1 Launch the 4 Sight FAX Client application and log into the 4 Sight FAX Server 2 Select the personal address book that contains the groups you wish to manage 3 The following chart describes your current options for managing groups Select a contact or multiple contacts from your address book 4 Sight FAX Client assumes that you want those contacts include
53. oft Solutions Inc Appendix Need Assistance Soft Solutions Inc A Address Books about 48 creating contacts 50 creating groups 54 deleting contacts 50 78 deleting groups 54 importing 58 modifying contacts 50 modifying groups 54 searching 56 Advanced preferences 90 Annotating Faxes 42 Assigning Faxes 44 Attachments about 28 adding to a fax 28 C Contacting Technical Support 94 D Deleting Faxes 78 F Fax Reports incoming 82 outgoing 79 Fax Viewer 39 Faxes Annotating 42 Features new in version 7 0 2 Feedback preferences 89 Filing Faxes Page 97 to personal folders 77 Forwarding Faxes 33 40 I Incoming Faxes searching the queue 68 Incoming Queue 63 Installation 7 L Logging in from outside your LAN 21 M Managing Faxes 76 Marking up Faxes Annotating 42 N New Features in version 7 0 2 O Opening Saved Faxes 45 Outgoing Faxes priority 87 resolution 87 searching the queue 68 P Pending Faxes searching the folder 75 using the folder 70 Personal Folders searching 75 4 Sight FAX Client v7 5 Index Page 98 working with 73 Preferences advanced 90 fax resolution 87 feedback 89 general 86 priority 87 Print Driver adding to OS X Print Center 7 Printing Faxes 43 Private Faxes 32 Q Queues and Folders 62 R Receiving Faxes overview 38 Rejecting Faxes
54. older You will have the option to send the fax the next time you connect to a 4 Sight FAX Server Soft Solutions Inc Sending and Receiving Faxes Page 25 lt No subject gt re D col amp e New Recipient Attach Remove Send Help Recipients Cover Page Options License wv Pcel ABE VARAO Recipients Company Fax Numl New User SSI 770 45 Soft Solutions Inc Software License PLEASE READ THIS SOFTWARE LICENSE AGREEMENT LICENSE CAREFULLY BEFORE PRESSING THE ACCEPT BUTTON BELOW z ES BY PRESSING ACCEPT YOU ARE AGREEING TO BE BOUND BY THE TERMS OF THIS LICENSE IF YOU DO NOT AGREE TO THE TERMS OF THIS LICENSE PRESS DECLINE AND IF D amp Don 678 209 APPLICABLE RETURN THE SOFT SOLUTIONS SOFTWARE TO THE PLACE server tes test 307 26 WHERE YOU OBTAINED Test User SSI 770 45 Ms Tim Harat 7704549 1 License The software documentation and any fonts accompanying this License whether on disk in read only memory on any other media or in any other form gt i Company Fax Numi the Soft Solutions Software are licensed to you by Soft Solutions Inc or its local Distributor Reseller if any Soft Solutions You own the meda on which the Soft Solutions Software is recorded but Soft Solutions and or Soft Solution s licensor s retain title to the Soft Solutions Software The Soft Solutions Software in this package and any copies that this License authorizes
55. olutions Inc Managing the Queues and Folders Page 71 Starts with To Ends with Subject Is From Is empty Date Contains Status Does not contain Is less than Is greater than 4 The filtered faxes are displayed 5 To remove the filter clear the field that you entered information to enable the search Notes e The Show All option is only available if you have the Full Queue Access granted by the 4 Sight FAX Administrator e Use the Zs less than lt and Is greater than gt operators when searching on the position Pos of a fax Soft Solutions Inc 4 Sight FAX Client v7 5 Page 72 Managing the Queues and Folders Working with the Pending Faxes Folder What you can do from Use the Pending Faxes folder to display information about fax the Pending Faxes messages that have been created while you were off line not Folder connected to the fax Server Create a New Fax See Sending Faxes on page 24 for more information View the selected fax message See Viewing Faxes on page 43 for more information You can do the following e Edit any aspect of a Pending fax e You can also Schedule when you want the fax message to be transmitted The default scheduling is send now See Scheduling a Fax on page 30 for more information F Delete Permanently remove the fax message from the 4 Sight FAX E Server Access the online help system The following describes the columns in the Pending Faxes queue
56. on of activity for either all or only your outgoing or incoming messages e Notification method either a pop up window sound or both 4 Sight FAX Client v7 5 Soft Solutions Inc Sending and Receiving Faxes Page I5 The Account Tab Account Options Email Notification Name John Doe Server Tester s Computer Address 192 168 1 187 Port 8008 User Name John Doe Alias e Remember password Password Login automatically How dol 1 Launch and log into the 4 Sight FAX Client application 2 Access the Account name dialog box e From the Folders List double click on your user name next to the n icon e Select the name from Folders list and then from the Windows pull down menu select Properties 3 Click the Account tab You can configure the following e Click Apply when done Name Decide how you want your name to appear when you login Server Displays the current 4 Sight FAX Server you are using to send and receive messages Address You can view or change the current IP address of 4 Sight FAX Server you are using to send and receive messages Port You can view or change the communication Port 4 Sight FAX Server is currently using The default is port 8008 Soft Solutions Inc 4 Sight FAX Client v7 5 Page 16 Sending and Receiving Faxes User Name You can view or change your user name Changing this can cause login failure problems if it does not match the
57. onal folder appears underneath the 4 Sight FAX Address Book Note e You can have as many personal folders as you want Rename a e Double click on an existing personal folder A dialog box appears personal folder e Enter the new name of this folder and click Apply Delete a 4 personal Select the personal folder you want to permanently delete and click E folder Warning e You cannot undo this action e All items in this folder will be deleted Soft Solutions Inc 4 Sight FAX Client v7 5 Page 76 Managing the Queues and Folders Tips e See Searching the Various Fax Folders Sent Faxes Pending Faxes and Personal Folders on page 77 for more information e See Filing Faxes to Personal Folders on page 79 for more information 4 Sight FAX Client v7 5 Soft Solutions Inc Managing the Queues and Folders Page 77 Searching the Various Fax Folders Sent Faxes Pending Faxes and Personal Folders Search input Fields and Search Operators e080 4 Sight Fax Client n A ays A Gap ey 24 New Fax View Forward elete Help Folder List From is starts with i your Y John Doe a Outgoing Faxes amp Incoming Faxes 6 Pending Faxes Sent Faxes Address Book gt Important faxes gt Active Accounts Frm 7 To Subject Date Pages Status Your Tours John Doe ticket 12 23 04 3 31 1 Received Fax Viewer How do I 1 Launch the 4 Sight FAX Client ap
58. or international dialing 5 Click the Cover Page tab and select or enter the following e Decide if you want to send this fax as the currently logged in user name or as another user from the pull down menu next to Sender Soft Solutions Inc Sending and Receiving Faxes Page 27 Decide if you want to send this message as a Fax Email or both You must have purchased the Email Suite to send messages as Emails Select the Cover Page you want to use Enter a Subject for this fax message Assign a Priority to this fax message Decide if you want to send this message as a Private Fax Select this option if you do not want anybody to see or have a record of this message You must have permission from the Administrator to send Private faxes 6 Use the following chart to continue your setup Provide Select a Cover Page to include additional comments Enter additional your comments in the Comments text box comments Tip Click on the Annotation tool icon additional mark ups See Annotating Messages on to include page 46 for more information Include any attachments Click the Attach button T You can attach multiple documents to the fax message but only one document at a time See Including Attachments on page 28 for more information Insert Data If your Administrator has activated any of the three into Billing customizable Billing Fields on the Fax Server these will Fields appear under the
59. plication and log into the 4 Sight FAX Server e Under the Folder List click on the icon for Pending Faxes Sent Faxes or your personal fax folder 2 Select a field and search operator and then provide the appropriate input to define your search 3 The filtered faxes are displayed Note e To remove the filter clear the search input field Soft Solutions Inc 4 Sight FAX Client v7 5 Page 78 Managing the Queues and Folders Managing Faxes Managing faxes includes the following tasks Assigning faxes To assign fax messages to a 4 Sight Client user See Assigning Faxes on page 48 for more information Filing faxes to a To File faxes from the Incoming queue to a folder you personal folder created for safe personal keeping See Filing Faxes to Personal Folders on page 79 for more information Opening a fax To view a fax in the Fax Composer See Opening Previously Saved Faxes on page 49 for more information Saving a fax To keep a permanent copy of a fax message outside of 4 Sight FAX See Saving Faxes on page 80 for more information Deleting a fax and Permanently remove a fax message from your hard address book contacts drive See Deleting Faxes and Address Book Contacts on page 80 for more information Edit the properties of a To change the contact fax information schedule the fax fax in the Outgoing for the future and view the fax oe See Working with the Outgoing Queue on page 67 for more informa
60. pplication Unless the 4 Sight FAX administrator granted you specific rights to do so you cannot delete or Modify Server based address book contacts or the Apple Address Book from the Client You also cannot create contact groups using Server address book contacts Groups can only be made up of saved Client address book contacts Client address book contacts are specific to your fax Client installation and therefore are not available to other fax Client users Soft Solutions Inc Managing Your Address Books Page 53 Opening and Creating Address Books Although you can have multiple address books only one address book is displayed and available at a time How do I 1 Launch the 4 Sight FAX Client application and log into the 4 Sight FAX Server 2 Use the following chart to continue Create a new On the File menu point to New and Address Book select Address Book Open an existing On the Tools menu click Select Address Book Address Book Locate the address book you want to use Notes e When you create a new address book 4 Sight FAX Client automatically saves the current address book to the default location Documents on MACs and My Documents on Windows Creating Modifying and Deleting Address Book Contacts Entries Fax Client File Edit View Actions Tools Window Help OOO 4 Sight Fax Client a4 f sl 3 gt tt x i el a AN O A re G4 Logout NewFax View Ed
61. reate free hand mark ups with a White colored pen Erase any mark ups created with any annotation tool it Click the Send button You can include as many mark ups as you want to the fax You cannot do the following o Move a mark up o Change the angle of text The eraser tool only removes mark ups made with the annotation tool Soft Solutions Inc Sending and Receiving Faxes Page 47 e The original fax content cannot be changed other than what you do with the any annotation tool Printing Faxes How do I 1 Launch the 4 Sight FAX Client application and log into the 4 Sight FAX Server Under the Folder List click on your user login name 2 View a received fax by accessing the Incoming Queue or a Personal folder if you moved the fax from the Incoming Queue then double click on the fax 3 Click the Print button Note e You must view the fax message before you can print a hard copy Soft Solutions Inc 4 Sight FAX Client v7 5 Page 48 Sending and Receiving Faxes Assigning Faxes AAA instructions Redee Assign to Users amp Group lt No recipient gt Users John Doe Jan Doe Danny Groups Technical From Subject How dol l Notes 4 Sight FAX Client v7 5 Launch the 4 Sight FAX Client application and log into the 4 Sight FAX Server View the fax that you want to assign by double clicking on its listing or by selecting it from the Incoming Queue and
62. s Sent Faxes Pending Faxes and Personal Folders 77 Managing Faxes 78 Filing Faxes to Personal Folders 79 Saving Faxes 80 Deleting Faxes and Address Book Contacts 80 Managing Reports 8 Outgoing Fax Reports 8 Incoming Fax Reports 84 7 Fine Tuning 87 Preferences 88 Fax Preferences Outgoing Faxes 89 Feedback Preferences 9 Advanced Preferences 92 Appendix A Need Assistance 95 Contacting Technical Support 96 Index 97 4 Sight FAX Client v7 5 Soft Solutions Inc Table of Contents Page vii This page intentionally left blank Soft Solutions Inc 4 Sight FAX Client v7 5 Welcome to 4 Sight FAX Client Page Welcome to 4 Sight FAX Client In this chapter Topic Introduction Soft Solutions Inc 4 Sight FAX Client v7 5 Page 2 Introduction New 7 5 Client Features Existing Features 4 Sight FAX Client v7 5 Welcome to 4 Sight FAX Client 4 Sight FAX allows you to send and receive fax messages from your Macintosh and PC It has all the same features as previous 4 Sight FAX versions plus several new features designed to enhance the user experience and increase productivity Email to Fax Send faxes from your email client through a simple easy to use format User personal save folder for incoming faxes 64 bit Print Driver Capabilities for Mac and Windows Significant overall speed and performance increase XML RPC updates Smart notification for incoming faxes Direct faxing of PDF PNG and TIFF
63. se the following chart to continue scheduling Outgoing Queue Access the Outgoing Queue and select a fax with a status of Waiting that you want to schedule for some time in the future Click the Edit button i Click the Options tab Proceed to step 3 Pending Faxes Access the Pending Queue and select a fax that you want to schedule for some time in the future Click the Edit button i Click the Options tab Proceed to step 3 Fax Composer Click the Options tab You can decide the following e Send Now e Send Later Proceed to step 3 4 Sight FAX Client v7 5 Soft Solutions Inc Sending and Receiving Faxes Page 31 3 Select a different time and date year month and day to send the message 4 Use the following chart to continue Outgoing Queue Click Apply Fax E gt Composer Pending Click the Send button Faxes Soft Solutions Inc 4 Sight FAX Client v7 5 Page 32 Sending and Receiving Faxes Sending a Private Fax How dol Use the Private Fax option if you want to send a message and you do not want anybody to see or have a record of it L Notes Launch the 4 Sight FAX Client application and log into the 4 Sight FAX Server and click New Fax Prepare a fax for sending See Sending Faxes on page 24 for more information Click the Recipients tab select or enter recipients From then click the Cover Page tab and select or enter the required information then selec
64. sic Pictures 1 Launch the 4 Sight FAX Client application and log into the 4 Sight FAX Server 2 On the File menu click Open Fax 3 Locate and click on the fax you want to view The fax appears in the Fax viewer Use the Attachment Viewer to view the fax When you are done you can send the fax message to the contact s you have selected 4 Sight FAX Client v7 5 Managing Your Address Books Page 51 5 Managing Your Address Books In this chapter About Address Books 52 Opening and Creating Address Books 53 Creating Modifying and Deleting Address 53 Book Contacts Creating Modifying and Deleting Address Book Groups Searching an Address Book 59 Importing Address Books 61 Soft Solutions Inc 4 Sight FAX Client v7 5 Page 52 About Address Books 4 Sight FAX Client v7 5 Managing Your Address Books Although you can have multiple address books on your client machine you can only display and use one address book at a time You can do the following with Address Books Locate a personal or global address book entry to edit or view Add and delete address books Add modify and delete your personal address book contacts Create local groups consisting of contacts from your address book Use groups to send the same message to multiple contacts at the same time Import an existing 4 Sight FAX version 4 address book or a tab delimited text file that was created or exported from another a
65. ssage was sent from the 4 Sight FAX Server Note e The Date field also displays the future date and time when a Scheduled fax message will be sent 4 Sight FAX Client v7 5 Soft Solutions Inc Managing the Queues and Folders Page 69 i Status Soft Solutions Inc The status of a fax message Fax messages can have the following status Waiting the fax message has not yet been processed by the 4 Sight FAX Server Imaging the fax message is being converted into TIFF format which is suitable for faxing Imaged the fax message has been converted and is ready to be sent Prep x y the x page of y pages is currently being prepared i e 1 4 is the first page of four Page x y the fax message is being transmitted The 4 Sight FAX Server displays the current page being sent the x and the number of pages to be faxed the y Failed the number of attempts to transmit the fax message exceeded the number of attempts defined by the fax administrator Max Retries the fax message has failed to be transmitted after the maximum number of times as defined by the fax administrator on the 4 Sight FAX Server Suspended the fax message has been suspended by a user or by the administrator and will remain in the queue until manually unsuspended archived or deleted Rejected the fax message has been rejected This could be due to a user manually rejecting the fax or because the Server has been con
66. st How do I l Launch the 4 Sight FAX Client application and log into the 4 Sight FAX Server You can forward a fax message from the Incoming Queue Outgoing Queue Sent Faxes folder or from a Personal Folder you have created Select the fax you want to forward and click the Forward im button Click on the Recipients tab Select the recipients from the Current Address Book section e You can choose individual contacts and groups from your personal Client based address book from a Server based address book or from the Apple Address Book OS X only if one is available Server based contacts are indicated by a blue bullet in the Name column You can also enter your own recipients one at a time in the Quick Entry fields Do the following Include a contact Select the contact s you want and click Soft Solutions Inc t To select multiple contacts sequential hold the lt Shift gt key and select the first and last contact To select multiple contacts non sequential hold the lt Command gt key use the lt Control gt key if you are on a PC and select the contacts you want 4 Sight FAX Client v7 5 Page 34 Sending and Receiving Faxes Do the following Remove a contact Select the contact s you want and click not in your e To select multiple contacts sequential hold the lt Shift gt key and select the first and last contact To select multiple contacts non sequentia
67. t Dialing the appropriate country code is used when dialing Select this option if you want 4 Sight Fax Client to automatically check if an update is available Decide which 4 Sight Fax Client you want to appear when 4 Sight Fax Client is started You can select the following Soft Solutions Inc Fine Tuning Page 93 e Open the client window e Open Fax Composer window Include contacts Decide if you want to make use of 4 Sight Fax Server based from system address book entries address book Note e If your were given the appropriate 4 Sight FAX Server privileges you can also add save delete and modify fax server address book entries 3 Click OK Tip e Click Reset to return all options and values to their default settings Soft Solutions Inc 4 Sight FAX Client v7 5 Appendix Need Assistance Page 95 Appendix A Need Assistance In this chapter Contacting Technical Support ae Soft Solutions Inc 4 Sight FAX Client v7 5 Page 96 Appendix Need Assistance Contacting Technical Support There are three ways to get technical support Requires Support Type of Support Details Agreement Phone support 9am 5pm Eastern Time 770 457 9400 International support available Email support support softsinc com Yes once the 30 day installation support period expires Fax support 770 454 9800 Yes once the 30 day installation support period expires 4 Sight FAX Client v7 5 S
68. t the Private Fax check box Click the Options tab and decide which fax line to use phone card information if necessary and then schedule now or later the message to be sent e Only you will see or have a record of your private fax being sent e The Private Fax option is valid for only the current one time fax If you want to send more than one private fax you must select the Private Fax option for each new fax This option must be enabled from the Fax Server Resending a Fax How dol 4 Sight FAX Client v7 5 You can resend a fax that failed to get transmitted 1f it reached the maximum number of retries as defined on the FAX Server or if you edited the recipient information 1 Launch the 4 Sight FAX Client application and log into the 4 Sight FAX Server and click on the Outgoing Queue button 2 Select the fax you want to resend and click the Resend button tt re Tip e Click the Edit button to verify you have the correct name fax number and company name You can also view details about the fax including the total number of pages the original sender of the fax and the date the fax was created Soft Solutions Inc Sending and Receiving Faxes Page 33 Notes e You can only resend a fax from the Outgoing Queue e You can only Resend one fax at a time Forwarding a Fax You can Forw ard or resend a message to other recipients that were not originally on the recipient distribution li
69. tion 4 Sight FAX Client v7 5 Soft Solutions Inc Managing the Queues and Folders Page 79 Filing Faxes to Personal Folders 4 Sight Fax Client a Geplan ae Folder List Incoming Faxes V Show All Mitch To FW Starts with RA ka Outgoing Faxes meeen ee rn To Subject Date Y Pages Status aes Phil W Wail Street 04 04 200 1 Print a Sent Faxes v fa My Address Book amp My Contacts gt My personal stuff e Move Fax gt HR stuff gt Contracts X gt Select a folder to move the fax into My personal stuff IHR stuff Incoming Faxes 2 entries How do I 1 Launch the 4 Sight FAX Client application and log into the 4 Sight FAX Server e Under the Folder List click on the Incoming Faxes button 2 Select the fax you want to file to your personal folder 3 Click the File icon e If you have more than one personal folder decide which folder you want to file the fax message into 4 Click OK Soft Solutions Inc 4 Sight FAX Client v7 5 Page 80 Managing the Queues and Folders Saving Faxes 4 Sight Fax Viewer Subject M A N A 2 Q 2 111 Bl Dy Save As instructions a fa 20 I 4 Sight Fax Client 5 1 x m Derek eMac Documentation Fax Client EA Network Fax Wiee k ax viewer E Macintosh HD A QuickFax gt WebHelp ih administrator A Applications J 4 Sight Fax Ser J Documents HE Desktop How do I 1 Laun
70. ueue or Sent Folder the original cover page if one was initially used is included If you forward a fax from your Personal Folder the original cover page if one was initially used is not included 4 Sight FAX Client v7 5 Page 36 Sending and Receiving Faxes e You must be logged into the 4 Sight FAX Server to send a fax If you are not connected to a Fax Server the fax is placed in your Pending folder You will have the option to send the fax the next time you connect to a 4 Sight FAX Server 4 Sight FAX Client v7 5 Soft Solutions Inc Sending and Receiving Faxes Page 37 Rejecting a Fax in Transit How dol 1 Launch the 4 Sight FAX Client application and log into the 4 Sight FAX Server Access the Outgoing Queue and locate the fax that is in progress of being sent Bes Click the Reject button The fax is stopped Suspending Holding a Fax How do I l Note Launch the 4 Sight FAX Client application and log into the 4 Sight FAX Server Access the Outgoing Queue and locate the fax that you E want to suspend or hold and click the Hold button Fax messages that are on hold are indicated by the date field which changes from the current date to lt suspended gt You can only Hold suspend and Release faxes from the Outgoing Queue Releasing a Suspended Fax How do I 1 Soft Solutions Inc Launch the 4 Sight FAX Client application and log into the 4 Sight FAX Serv
71. wn menu select Preferences e Windows On the Tools pull down menu select Preferences 2 Click the Feedback tab Decide which option s you want Confirm before Enable Disable the option to display a confirmation message deleting box when deleting a fax message Play sounds Enable Disable the option to choose if you want to play sounds when an event occurs such as sending or receiving a fax message 3 Click OK Tip Soft Solutions Inc 4 Sight FAX Client v7 5 Page 92 Fine Tuning e Click Reset to return all options and values to their default settings Advanced Preferences Preferences Language English Country United States of Ame Fax Feedback Advanced Mi Check if an update is available at launch When Fax Client is activated l Open the client window H M include contacts from system address book C Reset Cancel OK How dol 1 Launch 4 Sight FAX Client e Mac On the Fax Client pull down menu select Preferences e Windows On the Tools pull down menu select Preferences 2 Click the Advanced tab Decide which option s you want Language Country Check if an update is available at launch When Fax Client is activated 4 Sight FAX Client v7 5 Select which language you want to use in the 4 Sight Fax Client Select the country from which you are using 4 Sight Fax Client If you make use of Smar
72. you want Default Priority Define outgoing fax resolution and priority You can select Cover page resolution from the following options e Bulk e Normal e Urgent e Important e ASAP Default cover page fax resolution You can select Fine which provides greater detail good for graphics although it takes longer to send or Standard which is good for text only and is faster to send Show Account Select this if you have the option to select from multiple popup accounts on the client machine When sending faxes you can select which account you want to send messages Otherwise only currently logged in or last account used is displayed Save copy of Enable Disable the option to save successfully transmitted outgoing in Sent messages to Sent folder Faxes folder Soft Solutions Inc 4 Sight FAX Client v7 5 Page 90 Fine Tuning Default Zoom Define the default zoom when viewing fax messages You can select from the following view options e Fit Page e Fit Width e Fit Height e Choose from 25 through 200 magnification 3 Click OK Tip e Click Reset to return all options and values to their default settings 4 Sight FAX Client v7 5 Soft Solutions Inc Fine Tuning Page 91 Feedback Preferences Preferences Fax Feedback Advanced Client Options v Confirm before deleting M Play sounds Cancel How dol 1 Launch 4 Sight FAX Client e Mac On the Fax Client pull do

4-Sight Fax Client v5 User's Guide

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