Fax Connect: Personal Fax Option

Transcription

1 Dealer Services, Inc. User Guide Fax Connect: Personal Fax Option b27233 August 20, 2014

2 2014 The Dealer Services Group of ADP, Inc. All rights reserved, including translation in the United States of America, as well as in Canada and other countries of the International Copyright Union. All rights reserved under Pan-American Copyright Conventions and under the Universal Copyright Convention. No part of these materials may be reproduced, translated, or appropriated in any form or by any means (including electronic, mechanical, or other, such as photocopying, recording, or any information storage and retrieval system) without permission in writing from the publisher. Inquiries should be addressed to: ADP, Dealer Services Inc Hassell Rd. Hoffman Estates, Illinois, USA Attn: Legal Dept Toll-free orders: Guides and quick-reference cards Bulletins option #1 The ADP logo is a registered trademark of ADP, Inc. Printed in U.S.A. ii

3 Table of Contents Overview Based Faxing... 1 Prerequisites... 1 Benefits... 2 Personal Fax... 2 Receiving a Fax... 2 Sending a Fax... 3 Group Fax... 4 Multiple Users Sending Faxes... 4 Receiving a Group Fax... 5 Using the Standard Cover Sheet... 7 Table of Figures Figure 1: Fax Outbound from and Inbound from Network... 1 Figure 2: Example of Received Fax with Attachment... 3 Figure 3: Personal with Attachment... 3 Figure 4: Incoming Fax to a Primary User s on an Account... 5 Figure 5: Incoming Fax to a Distribution List... 6 Figure 6: Fax and Cover Sheet... 7 Figure 7: Fax Confirmation Message... 8 b27233 August 2014 ADP Dealer Services, Inc. iii

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5 Overview ADP Fax Connect replaces analog fax lines with a specially designed fax adapter, a hosted fax server and a reliable method of transmitting faxes. Fax machines connect to the adapter which was developed specifically to support faxes. The fax server sends and receives faxes to and from the fax adapter at customer sites to the telephone network. Based Faxing Personal Fax allows faxes to be sent and delivered to your inbox, reducing the chance that you won t see an important fax and decreasing the likelihood of unauthorized viewing. Employee attaches a document to an and sends it to @mynetworkfax.com The fax machine receives the fax over the standard telephone line. The fax includes the image of the attached document and also a cover sheet. Analog Fax ADP Data Center Telephone Network employee Personal fax customer receives an from the network fax server with an attachment. The attachment is an image of the fax sent by the fax machine. Analog Fax The fax machine sends a fax from the standard analog fax machine to an employee at their fax telephone number, Fax machine at Figure 1: Fax Outbound from and Inbound from Network The Personal fax features enable you to: Receive incoming faxes directly in your inbox. Send faxes from your PC or laptop using a standard client. A Group Fax option allows up to five users to share a single Personal Fax account. All faxes from this account will use the same fax telephone number, which is similar to sharing a physical fax machine. Prerequisites An account. An ADP circuit or a separate Broadband Internet connection. b27233 August 2014 ADP Dealer Services, Inc. 1

6 Fax Connect: Personal Fax Option User Guide Benefits With Fax Connect, virtually unlimited local and long distance faxing (500 minutes for each fax machine) Personal Fax is 200 minutes of unlimited local and long distance faxing for each fax machine and Group Fax is 500 minutes for each fax machine. Privacy Faxes are delivered directly to your inbox, not to the receive tray of the fax machine where they can be read by anyone. Convenience There is no need to walk over to the fax machine periodically to see if your fax has arrived. Your client will tell you when it has been received. Permanence Inbound faxes are now digital documents stored and easily accessible on your hard drive. Personal Fax Personal Fax is intended for a single user. Each Personal Fax user will have a fax telephone number. This is one telephone number associated with a single personal e- mail address. Receiving a Fax When receiving a fax through , the fax will appear as a.pdf attachment delivered to your inbox. You can look at the attachments with Adobe Acrobat Reader and then print them if desired. 2 August 2014 ADP, Inc.

7 Overview Figure 2: Example of Received Fax with Attachment Sending a Fax You may send a fax by ing it as an attachment to <destination fax number>@mynetworkfax.com. Note Most standard file types are supported including.pdf,.doc,.txt, and.rtf. Figure 3: Personal with Attachment 1. Open your company s client (Microsoft Outlook, Gmail, Thunderbird, etc.) 2. In the field, enter the destination telephone number for the fax. Example: @mynetworkfax.com Note All destination fax numbers must use 10 digits. Extension dialing is not supported. 3. Attach the document you wish to fax to your message. 4. Click the Send button. Note The attached document will not print if it is password protected. For example, a pdf document must not be password protected before being sent as an attachment. b27233 August 2014 ADP, Inc. 3

8 Fax Connect: Personal Fax Option User Guide Group Fax Group Fax lets users share a single account when fax privacy isn t necessary. Faxes sent by members of the group show the same originating phone number. Each Group Fax account supports up to five members. Larger groups (the maximum group size is 10) can be accommodated by buying two accounts and combining them. Multiple Users Sending Faxes When sending faxes, Group Fax lets you share a personal fax account just as you would share a physical fax machine. Group faxes are sent and received on a single fax telephone number; there is one telephone number assigned to the distribution list for the group account. Each employee on the Group Fax account can send faxes as s. The faxes sent appear to arrive from the same phone number. Employees Fax Machine on the Network Analog Fax ADP Data Center Telephone Network Figure 5: Multiple Employees sending fax s to a destination 4 August 2014 ADP, Inc.

9 Overview Receiving a Group Fax Faxes received go to the address of a designated primary group member. If all members of the group want to receive faxes, then the primary address on the account should be a distribution list containing the addresses for those group members. For example, you provide ADP with a distribution address, such as sales@bestmotors.com. The address must be configured on your company s own mail servers to be distributed to the required recipients. Employee receives an with attachment. ONLY THE PRIMARY USER RECEIVES THE . Employee (Primary user on account) Employee 2 Analog Fax Employee 3 Employee 4 Data Center Telephone Network The Fax machine on the Network faxes to the employee s fax telephone number. Employee 5 Figure 4: Incoming Fax to a Primary User s on an Account b27233 August 2014 ADP, Inc. 5

10 Fax Connect: Personal Fax Option User Guide Employees Mail Server The primary user on the account is an distribution list. The server distributes the with attachment to each member that requires it. Analog Fax ADP Data Center Telephone Network The Fax machine on the network faxes to the employee s fax telephone number. Figure 5: Incoming Fax to a Distribution List Note The Group Fax account can be enhanced by configuring distribution lists on your company s mail server. Without a company mail server: Any of the addresses can send faxes. Only the account s primary address receives faxes With a company Mail server (with a distribution list configured): Any of the addresses can send faxes Faxes will appear to come from the same phone number. Faxes to the account s fax telephone number will be received in the inboxes of each group member. 6 August 2014 ADP, Inc.

11 Overview Using the Standard Cover Sheet When sending faxes using Fax Connect automatically sends a standard cover sheet for your outgoing faxes, which your recipient receives on their fax machine with an image of the attachment. Very limited information is included in the coversheet. If you would like additional information to be sent with your fax , you can put this in the body of the . There are three ways to attach a cover sheet to a fax sent from Enter information on the subject line and in the body of the and the fax server will add the stock cover page If the document is not editable (ex:.pdf), you can attach a separate document containing the cover sheet. If the document to be faxed is editable (ex: a Word document), you can include the cover sheet information as the first page of the document. Note If you do not type a message in the body of the , there will be no cover sheet attached. Figure 6: Fax and Cover Sheet b27233 August 2014 ADP, Inc. 7

12 Fax Connect: Personal Fax Option User Guide Once your fax is sent, you will receive a confirmation message in your inbox. Figure 7: Fax Confirmation Message 8 August 2014 ADP, Inc.