OBT Fax Service: Reporting and Broadcasting

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1 2008 Online Business Technologies Page 0 of 5

2 Self Reporting and Broadcasting With OBT s Fax Service **Should you encounter any problems, please contact us on: support@obt.com.au or call for assistance Online Business Technologies Page 1 of 5

3 Table of Content Self-Serve Support Features Reports Broadcasting from desktop Creating a Broadcast List of Recipients Personalising Broadcast with Merge Directives 2008 Online Business Technologies Page 2 of 5

4 Self-Serve Support Features To confirm that you have received or sent a fax Send an to status@fax.obt.com.au and you will receive an with a status on the most recent faxes received and sent. Resend a fax. Send an to resend@fax.obt.com.au with the reference number inserted in the subject line of the . Reports For faxes you have received and sent today Send an to today@fax.obt.com.au you will receive an with a report of all the faxes sent and received for the current day. For faxes you have received and sent yesterday Send and to yesterday@fax.obt.com.au and you will receive an with a report of all the faxes sent and received yesterday. Broadcasting from desktop To Send Fax Broadcast is a simple process: 1. Create a new message from your agent (eg Microsoft Outlook ) 2. Address the to fax@fax.obt.com.au 3. Attach the list of recipients first and the word document second and click send Example: Fax Broadcasting Requirements o Only documents accepted for a fax broadcast are MS Word (.DOC) format, PDF and Text (.txt). o The file format required for a list of recipients is Comma Delimited file (.CSV). Can be easily created from MS Excel Fax Broadcasting Tips o If sending within Australia, include the full fax number including area code. o For overseas numbers should be entered as 0011-country code- area code without (without the 0 )- number; o Duplicate numbers are not sent, nor are incorrect numbers. Therefore the numbers of faxes actually sent may be less that the amount of numbers submitted; o If you want to re-use a list for another broadcast, save the list as another name. (To prevent an accidental resend the server will not let you send a duplicated broadcast list & document) 2008 Online Business Technologies Page 3 of 5

5 o o Before you do a live broadcast, do a test run to a small number of destinations, to make sure you have it right. Remember that it will not broadcast to duplicate numbers in the list, so make sure the numbers are different. Document files are converted into.tif files before sending and can become very expensive to send if the source files contain grey scale images. If in doubt, you should do a test by sending to a single recipient and when complete review the time duration of the fax; Creating a Broadcast List of Recipients The format required for a list of recipients for a fax or SMS broadcast is Comma Delimited file (.CSV). To create.csv file you can go to MS Excel and open a new worksheet. In the new worksheet start inserting the fax or mobile numbers by starting at row 2 of column A and continued to insert numbers in descending order until finished. Example of how the worksheet should look can be seen below in Example1. Also you may have to format the number column (Column A) as a text format, so that 0 is on the beginning of the number. Once you have insert all the required numbers for the list of recipients then save file as.csv and name the file List- a meaningful name and press Save Example 1: List of recipients without Merge Directives (replacement strings) To create a list of recipients with merge directives to personalise the broadcast is exactly the same as above, however you insert the merge directives (replacement strings) in the columns to the right of the numbers. The name of the merge directives goes in row 1 of the column with the corresponding replacement string list below in line with the corresponding fax number, as seen below with Example 2. Example 2: List recipients with Merge Directives (replacement strings) 2008 Online Business Technologies Page 4 of 5

6 Personalising Broadcast with Merge Directives Fax broadcast documents can be personalised by inserting merged directives in the document. Only MS Word or.txt documents will be accepted for broadcast fax with merge directives. As shown below with example of a word document has been created for a fax broadcast and the merge directives First Name (<firstname>) and Last Name (<lastname >) have been inserted into the document. When a fax broadcast is sent each corresponding First Name & Last Name replacement string for each fax number will be inserted into the fax document inline with the fax number Online Business Technologies Page 5 of 5