GFI Product Manual. Client Manual

GFI Product Manual Client Manual

The information and content in this document is provided for informational purposes only and is provided "as is" with no warranties of any kind, either express or implied, including without limitation any warranties of merchantability, fitness for a particular purpose, and noninfringement. GFI Software disclaims and in no event shall be liable for any losses or damages of any kind, including any consequential or incidental damages in connection with the furnishing, performance or use of this document. The information is obtained from publicly available sources. Though reasonable effort has been made to ensure the accuracy of the data provided, GFI makes no warranty, promise or guarantee about the completeness, accuracy, recency or adequacy of information contained in this document and is not responsible for misprints, out-of-date information, or errors. GFI reserves the right to revise or update its products, software or documentation without notice. You must take full responsibility for your use and application of any GFI product or service. No part of this documentation may be reproduced in any form by any means without prior written authorization of GFI Software. If you believe there are any factual errors in this document, please contact us and we will review your concerns as soon as practical. GFI and GFI FaxMaker are trademarks or registered trademarks of GFI Software or its affiliates in the US and other countries. Any other trademarks contained herein are the property of their respective owners. GFI FaxMaker is copyright of GFI Software Development Ltd. - 1999-2014 GFI Software Development Ltd. All rights reserved. Document Version: 2.1.3 Last updated (month/day/year): 6/25/2015

Contents 1 Introduction 4 1.1 About this manual 4 2 Installing GFI FaxMaker Client 5 2.1 System requirements 5 2.2 Installation procedure 5 2.3 Unattended installation 11 3 Sending faxes with GFI FaxMaker Client 13 3.1 Printing content to GFI FaxMaker Client 14 3.2 Send faxes directly from GFI FaxMaker Fax Message form 14 3.3 Send faxes from the GFI FaxMaker Web Client 15 3.4 Composing faxes in Microsoft Outlook 20 3.5 Composing faxes from email client 21 4 How to send SMS 23 4.1 GFI FaxMaker SMS Message form 23 4.2 Sending SMS from email client 25 4.3 Sending SMS from the GFI FaxMaker Web Client 25 5 Receiving faxes 27 6 The GFI FaxMaker Fax Viewer 28 6.1 Fax management 28 6.2 Editing faxes 29 7 Using the GFI FaxMaker Fax Message form 31 7.1 Previewing faxes before transmission 32 7.2 Resending faxes and SMS 33 7.3 GFI FaxMaker Fax Message form address book 33 7.4 Connecting to GFI FaxMaker 35 7.5 Specify email address 37 8 Index 39

1 Introduction GFI FaxMaker Client is an application installed on users' machines, used for sending faxes and sending SMS. The application routes faxes and SMS to GFI FaxMaker for transmission. There are various methods that can be used for sending fax and SMS, depending on the environment and installation of the application. 1.1 About this manual This manual is specifically tailored for GFI FaxMaker Client application users and assumes that users have basic knowledge of sending and receiving emails using an email client such as Microsoft Outlook. It is also assumed that GFI FaxMaker server is configured and functioning correctly before using the GFI FaxMaker Client. 1.1.1 Terms and conventions used in this manual Table 1: Terms and conventions used in this manual Term > Step by step navigational instructions to access a specific function. Bold text Italics text Code Items to select such as nodes, menu options or command buttons. Parameters and values that you must replace with the applicable value, such as custom paths and file names. Indicates text values to key in, such as commands and addresses. GFI FaxMaker 1 Introduction 4

2 Installing GFI FaxMaker Client This chapter describes how to install GFI FaxMaker Client on users machines. 2.1 System requirements 5 2.2 Installation procedure 5 2.3 Unattended installation 11 2.1 System requirements Supported operating systems for installing GFI FaxMaker Client. Windows 8 & 8.1 Windows 7 Windows Vista Windows XP Windows Small Business Server 2003 Windows Server 2008 - Standard or Enterprise editions Windows Server 2003 - Standard or Enterprise editions 2.2 Installation procedure Important notes 1. Check that the machine you are installing GFI FaxMaker Client on, meets the system requirements. 2. Ensure that you are logged on as Administrator or using an account with administrative privileges. 3. Save any pending work and close all open applications on the machine. 4. Download the latest version of GFI FaxMaker Client from: http://www.gfi.com/pages/fax-clientdownload.asp Installation 1. Run installation file on the client machine. 2. Click Next in the Welcome screen. GFI FaxMaker 2 Installing GFI FaxMaker Client 5

Screenshot 1: Select the type of fax server 3. Select the software that is used to send/receive faxes and click Next. Table 2: Client installation - message forms options Server type GFI FaxMaker Server GFI FaxMaker Online Select this option when the organization uses GFI FaxMaker as an on-premise solution to send and receive faxes and SMS. For more information go to: http://www.gfi.com/fax-server-software/ Select this option when the organization uses GFI FaxMaker Online to send and receive faxes. GFI FaxMaker Online is an online faxing solution. For more information go to: https://www.gfi.com/products-and-solutions/email-and-messaging-solutions/gfi-faxmaker-online GFI FaxMaker 2 Installing GFI FaxMaker Client 6

Screenshot 2: Choosing message form 4. Select the type of message form to install and click Next. Table 3: Client installation - message forms options Message form Use GFI FaxMaker Fax Message form Use Microsoft Outlook Use Outlook but also install GFI FaxMaker Fax form Use Outlook address book with GFI FaxMaker Fax Message form Send faxes using the GFI FaxMaker Fax Message form. This is a custom form built purposely for sending faxes when using GFI FaxMaker. Send faxes using Microsoft Outlook. When content is printed to the GFI FaxMaker printer driver, it is converted to.fax format and attached to a new Microsoft Outlook email message. The Outlook Message form requires that Microsoft Outlook is installed locally. Install both the GFI FaxMaker Fax Message form and the Outlook Message form. The Outlook Message form requires that Microsoft Outlook is installed locally. Import the list of Microsoft Outlook contacts in GFI FaxMaker Fax Message form. Microsoft Outlook is required to be the default email client to use this option. NOTE If not installing the GFI FaxMaker Fax Message form, skip to step 8. GFI FaxMaker 2 Installing GFI FaxMaker Client 7

Screenshot 3: Connecting to GFI FaxMaker 5. When installing the GFI FaxMaker Fax Message form, choose how to connect to GFI FaxMaker. Table 4: Mail server settings Option SMTP mail server Direct connection to GFI FaxMaker Choose this option when connecting to GFI FaxMaker via a mail server. In the next step configure the mail server details. Forward sent faxes directly to GFI FaxMaker, without the need of a mail server. Enter the following details: GFI FaxMaker server address: Key in your GFI FaxMaker server address. It is recommended to use the server's fully qualified domain name (rather than the IP address, since the IP may change). For example: myfaxserver.mydomain.com. Contact your administrator to help you determine the server's address. Email address: Specify the email address to use when sending faxes. When choosing this option, skip to step 8. GFI FaxMaker 2 Installing GFI FaxMaker Client 8

Screenshot 4: Specifying mail server 6. When connecting to GFI FaxMaker via email, configure the mail server details. Table 5: Mail server settings Option Exchange 2013/2010/2007/2003/2000/5.5 Lotus Notes or SMTP/POP3 Mail server ISP or SMTP/POP3 Mail server My mail server requires authentication Select when connecting to a Microsoft Exchange mail server. Key in the mail server name or IP address in Mail server name. Select if connecting to a Lotus Notes or SMTP/POP3 Mail server. Key in: Mail server name - the mail server name or IP address Fax mailbox - the dedicated GFI FaxMaker mailbox name. Select if mail server is configured to forward faxes to GFI FaxMaker. Key in the mail server name or IP address in Mail server name. Select if the mail server requires authentication when sending email. If mail server does not require authentication, skip to step 8. GFI FaxMaker 2 Installing GFI FaxMaker Client 9

Screenshot 5: Mail server authentication 7. If the mail server requires authentication, configure the following options and click Next. Table 6: SMTP authentication options Option Use SSL Use SMTP Authentication Instructs GFI FaxMaker Client to connect and communicate with the mail server using SSL. Instructs GFI FaxMaker Client to connect to the mail server using particular user credentials. Enter credentials in the Account and password text boxes. Select Logon using Secure Password Authentication if required by the mail server. 8. Click Next to continue installing GFI FaxMaker Client to the default folder, or Browse to select a new installation path. 9. Click Next to start installation. NOTE If a printer driver warning is displayed, click option to install anyway. 10. Click Finish when installation is complete. NOTE If GFI FaxMaker Fax Message form cannot obtain the user s email address from Active Directory, manually key in user s email address. GFI FaxMaker 2 Installing GFI FaxMaker Client 10

2.3 Unattended installation GFI FaxMaker Client can also be installed via an unattended installation. 1. Use a compression tool (such as Winrar) to extract the GFI FaxMaker Client setup. NOTE Ensure to extract the appropriate 32 or 64-bit version of the setup. 2. From the list of extracted files, move faxclient.msi to the client machine. 3. Open command prompt and change directory to the location of faxclient.msi. 4. Key in the following command: msiexec /i /qb "faxclient.msi" followed by the required parameters as follows: Table 7: Unattended client installation parameters Action Specify which message form to use when user prints to GFI FaxMaker printer. Use one of the following parameters: USEOUTLOOKFORM=0 - Use the GFI FaxMaker Fax Message form method. USEOUTLOOKFORM=1 - Use the Outlook Message form method. USEOUTLOOKFORM=2 - Use Outlook Message form, but also install the GFI FaxMaker Fax Message form. Choose type of connection Define how to connect to the GFI FaxMaker server : GFI FaxMaker server details (When connecting directly to GFI FaxMaker via Web Services only) Specify type of mail server (When connecting to GFI FaxMaker via SMTP mail server only) USEWSAPI=0 - Connects to GFI FaxMaker via an SMTP mail server. USEWSAPI=1 - Connects directly to GFI FaxMaker server via Web Services. Specify the GFI FaxMaker server address and user's email address: WSAPISERVER=myfaxserver.mydomain.com - specify the GFI FaxMaker server FQDN address or IP address. ONLINEEMAIL=john.doe@mydomain.com - the user's email address to use when sending faxes. Enter parameter DETAILSTYPE=value. Replace value with the type of mail server: DETAILSTYPE=1 - Microsoft Exchange server DETAILSTYPE=2 - Lotus Notes/Domino or SMTP/POP3 Mail server DETAILSTYPE=3 - ISP or SMTP/POP3 Mail server GFI FaxMaker 2 Installing GFI FaxMaker Client 11

Action Specify the mail server details (When connecting to GFI FaxMaker via SMTP mail server only) Mail server authentication details (When connecting to GFI FaxMaker via SMTP mail server only) Enter the parameters depending on the type of mail environment: Microsoft Exchange server Use parameter: MAILSERVER=mailserver Replace mailserver with the name or IP address of the Microsoft Exchange server Lotus Notes/Domino or other SMTP/POP3 mail servers Use parameters: MAILSERVER=mailserver FAXMAILBOX=emailaddress Replace mailserver with the name or IP address of the mail server. Replace emailaddress with the email address of the POP3 mailbox that GFI FaxMaker retrieves emails from. Route faxes/sms directly to GFI FaxMaker server (For example when using an ISP hosted mail server) Use parameter: FAXSERVER=faxserver Replace faxserver with the name or IP address of the GFI FaxMaker server If the mail server requires authentication, use the following parameter: MAILAUTHENTICATION=1 Add the following parameters as required: USESSL=1 - Connect and communicate with the mail server using SSL. USEAUTH=1 - Enables SMTP authentication. When using this option, add username and password parameters. SMTPACCOUNT=username - Replace username with the account name to use to access the mail server. SMTPPASSWORD=password - Replace password with the password of the account to use to access the mail server. USESPA=1 - Login to mail server using Secure Password Authentication. For example: Sample unattended install command msiexec /i /qb "faxclient.msi" USEWSAPI=0 DETAILSTYPE=1 MAILSERVER=mymailserver.mydomain.com MAILAUTHENTICATION=1 USESSL=1 USEAUTH=1 SMTPACCOUNT=jsmith SMTPPASSWORD=password msiexec /i /qb "faxclient.msi" USEWSAPI=1 WSAPISERVER=myfaxserver.mydomain.com ONLINEEMAIL=john.doe@mydomain.com Installing the GFI FaxMaker Client to connect to the GFI FaxMaker server via a Microsoft Exchange mail server. The mail server requires authentication, and uses SSL. User credentials are specified for authentication. Installing the GFI FaxMaker Client to connect directly to the GFI FaxMaker server via Web Services. The GFI FaxMaker server FQDN is myfaxserver.mydomain.com and the user's email address is john.doe@mydomain.com GFI FaxMaker 2 Installing GFI FaxMaker Client 12

3 Sending faxes with GFI FaxMaker Client The GFI FaxMaker Client allows users to send faxes using numerous methods. Contact your network administrator for the preferred fax sending method in your organization. Refer to this manual for more information on how to use the GFI FaxMaker Client. GFI FaxMaker Client Printer Driver 1. Print content to the GFI FaxMaker printer from any application of your choice. Go to File > Print and choose FAXmaker. 2. GFI FaxMaker Client automatically converts the content to fax format. 3. Use the GFI FaxMaker Fax Message Form or Microsoft Outlook to specify the fax recipient, subject and fax body. 4. Click Send to send fax. More information... Email 1. Create a new email message. 2. Add the recipient's fax number in the To field, in the form: faxnumber@faxmaker.com, for example 00112233445566@faxmaker.com. 3. Add a subject. 4. Key in a fax message. This is displayed in the fax coverpage. 5. Attach content to fax. 6. Click Send to send fax. More information... GFI FaxMaker Fax Message Form 1. Go to Start > Programs > GFI FaxMaker Client > GFI FaxMaker Fax Message form. 2. Add the recipient's fax number in the To field. Alternatively select a recipient from the Address book. 3. Add a fax subject. 4. Key in a fax message. This is displayed in the fax coverpage. 5. Attach content to fax. 6. Click Send to send fax. More information... GFI FaxMaker also provides other methods of sending faxes. Contact your administrator to confirm the best methods to use in your organization and how to use them: Web Client: Send faxes from your browser using the GFI FaxMaker web client. For more information, refer to Send faxes from the GFI FaxMaker Web Client (page 15). APIs: Integrate your third party software with GFI FaxMaker. Multi-function peripherals: Send faxes using network-connected multi-function peripherals (MFPs) that are managed using Nuance ecopy ShareScan. GFI FaxMaker 3 Sending faxes with GFI FaxMaker Client 13

NetPrintQueue2FAX: A printer driver installed on user machines where printed content is automatically submitted for fax transmission. Note that this is different than the printer driver available in the GFI FaxMaker Client. 3.1 Printing content to GFI FaxMaker Client After installing GFI FaxMaker Client application, a printer driver is automatically added to the list of printers. This enables users to "print" content to transmit via fax using this driver. To do this: 1. Create content to fax in any application of choice that allows printing. For example, Microsoft Word, an Accounting package, a Content management system or a Customer relationship management system. Screenshot 6: Printing to FaxMaker printer driver 2. Select content to fax and print it to FaxMaker printer driver. Content is automatically converted to fax format (*.fax extension) and attached to a Microsoft Outlook message or a GFI FaxMaker Message form (depending on option chosen during installation). Specify fax recipients, fax subject and key in a message to show on the fax coverpage. 3.2 Send faxes directly from GFI FaxMaker Fax Message form GFI FaxMaker Client includes a Fax Message form that enables creation of faxes and their content. This is an alternative to sending faxes via email and is useful when user has no email client installed. 1. Navigate to Start > Programs > GFI FaxMaker Client > GFI FaxMaker Fax Message form to load the GFI FaxMaker Fax Message form. 2. Specify all fax parameters such as recipients, subject and attachment. GFI FaxMaker 3 Sending faxes with GFI FaxMaker Client 14

A list of features available in the GFI FaxMaker Fax Message form are available in this manual. For more information, refer to Using the GFI FaxMaker Fax Message form (page 31). 3. Click Send to transmit fax. Screenshot 7: Composing a fax in GFI FaxMaker Fax Message form Important notes: 1. This transmission method converts faxes to fax format (*.fax) on the GFI FaxMaker server. GFI FaxMaker cannot convert faxes sent in formats or using fonts that are not installed on the fax server. It is therefore recommended to convert content to fax format directly from the user machine. For more information, refer to Printing content to GFI FaxMaker Client (page 14). 2. Other fax sending options can be specified in the email message, such as the coverpage to use, fax resolution, schedule fax to be sent on a particular date/time or billing code. To do this, add TextAPI commands to the first line of the email message. A full list of TextAPI command is available in the GFI FaxMaker API Manual, available from: http://go.gfi.com/?pageid=fm_api 3.3 Send faxes from the GFI FaxMaker Web Client The GFI FaxMaker Server includes a web-based client that enables users to send faxes directly from an internet browser. Contact your system administrator to confirm the GFI FaxMaker web url and your login credentials. NOTE This method of sending faxes does not require installation of the GFI FaxMaker Client. GFI FaxMaker 3 Sending faxes with GFI FaxMaker Client 15

Screenshot 8: Composing a fax in the GFI FaxMaker Web Client To start sending faxes using the GFI FaxMaker web client: 1. Open the GFI FaxMaker web url in a browser and use the provided credentials to login. 2. Choose Client from the top menu bar. 3. From the left pane, click Compose under Fax. 4. Fill in the fax message form as follows, and click Send when complete. Fax parameter Subject Recipients Message body Key in a fax subject in the Enter message subject field. Enter the numbers of all the recipients to receive the fax. Separate multiple recipients using a comma ',' or a semi-colon ';'. Click To... to load the address book and select recipients from the address book. For more information, refer to Web client address book (page 18). Key in a fax body that will be displayed in the fax coverpage. Your personal signature is automatically displayed in the bottom. For more information, refer to Web Client settings and personal preferences (page 17). GFI FaxMaker 3 Sending faxes with GFI FaxMaker Client 16

Fax parameter Attachments Drag and drop files to fax in the message body area, or click Add attachment to select files to fax. In case of multiple attachments, GFI FaxMaker faxes attachments in the order shown. To arrange the order of how attachments are faxed, drag and drop attachments to sort in the order required. File formats supported by the GFI FaxMaker web client: Plain text:.txt Rich text:.rtf Portable document:.pdf Images:.gif,.jpeg,.jpg,.fax,.tif,.tiff MIME HTML:.mht Microsoft Word:.doc,.docx Microsoft Excel:.xls,.xlsx Microsoft PowerPoint:.ppt,.pptx Microsoft Visio:.vsd,.vsdx Priority Resolution Delivery NOTE: Although the GFI FaxMaker Web Client accepts Microsoft Office files, contact your administrator to confirm if the installation supports such files. Select the priority of the fax. When there are multiple faxes to be sent by GFI FaxMaker, faxes with higher priority get faxed first, while faxes with normal priority get faxed afterwards. The quality of the fax image. High resolution (fine) faxes have better quality but take longer to get faxed than normal resolution. Choose whether to deliver the fax immediately or send it at a particular date and time. NOTE: The actual transmission process may be different than configured depending on the number of faxes in the GFI FaxMaker queue and when a fax line is available. Web Client settings and personal preferences NOTE These settings are applied only when sending faxes from the web client and not when sending faxes using other methods. Personal client settings are applied by default on all messages composed in the web client. From the top menu bar, click to open the settings screen and select Client from the left pane. GFI FaxMaker 3 Sending faxes with GFI FaxMaker Client 17

Screenshot 9: Configuring web client references Configure the following web client options: Fax parameter Signature Resolution Coverpage Billing code Compose your signature. This text is automatically added to the fax message body. Configure the default quality of fax images. High resolution (fine) faxes have better quality but take longer to get faxed than normal resolution. This setting can be overridden when composing a fax. Choose whether to add a coverpage to your fax messages. If adding a coverpage, choose the coverpage to add: Default: your default coverpage is added to fax messages as configured by your GFI FaxMaker administrator. Custom: key in the name of a custom coverpage as configured in GFI FaxMaker. Contact your administrator for a list of coverpages available. If applicable, enter your billing code as instructed by your GFI FaxMaker administrator. Leave this field empty if a billing code is not required by your organization. 3.3.1 Web client address book The GFI FaxMaker web client address book enables you to store and manage lists of recipients, contact details and their particulars. Contacts in the address book may be shared with all GFI FaxMaker users or stored as private, accessible only by the user who created the contact. When GFI FaxMaker is installed in a Microsoft Exchange environment, the address book may also retrieve the user account's personal contacts. When composing a fax or SMS, click To next to the field where recipients are specified, to load the address book. NOTE The web client address book is available only when sending faxes from the web client and not when sending faxes using other methods. GFI FaxMaker 3 Sending faxes with GFI FaxMaker Client 18

Screenshot 10: Web client address book Choose the actions to do in the web client address book: Choose fax/sms recipients Open the address book and choose fax or SMS recipients. The displayed list of recipients includes: All personal contacts that were added by the user. Contacts added by other users that were set as public. List of personal contacts from the user's Microsoft Exchange account. These are available only in Microsoft Exchange environments when GFI FaxMaker has access to the user's personal contacts list. Use the Search bar to find particular contacts using their name, surname, fax or mobile numbers. Click Add recipients to close the address book and add the selected contacts to the fax/sms recipients box. Adding new contacts 1. To create a contact, click New contact. 2. Choose Private to make the contact accessible only to yourself or Public to allow all GFI FaxMaker to use the contact. Contacts that are made public can only be modified or deleted by GFI FaxMaker 3 Sending faxes with GFI FaxMaker Client 19

the user creating the contact or by GFI FaxMaker administrators. Other users cannot delete or modify public contacts. 3. Specify the contact's personal and contact details. These details are used to populate fields in the coverpage. For example if the coverpage includes a recipient's company field, this gets automatically populated by the company name specified. The First name and a Fax or Mobile numbers are required. All other details are optional. 4. Click Save contact to add the new contact to the address book. Changing contact details Click on a contact to launch the contact's details. Apply the required changes and click Update contact. Contact details can only be changed by the user that created the contact or by GFI FaxMaker administrators. Other users can only view the contact details. Microsoft Exchange contacts cannot be modified from GFI FaxMaker. Delete one or more contacts Choose the contacts to delete and click Delete Contact. Click OK to confirm deletion. Microsoft Exchange contacts and public contacts created by other users cannot be deleted from GFI FaxMaker. IMPORTANT Deleted contacts are permanently removed and cannot be recovered after deletion. 3.4 Composing faxes in Microsoft Outlook Faxes can be sent directly from Microsoft Outlook. Create a new email message and enter fax details, such as recipient, subject and attachment. Microsoft Outlook allows use of local and network address books. Select recipients that have a configured fax number. Alternatively, add recipient fax number in the form: <faxnumber>@faxmaker.com, for example +442233445566@faxmaker.com. Click Send to transmit fax. GFI FaxMaker 3 Sending faxes with GFI FaxMaker Client 20

Screenshot 11: Sending a fax from Microsoft Outlook Important notes: 1. This transmission method converts faxes to fax format (*.fax) on the GFI FaxMaker server. GFI FaxMaker cannot convert faxes sent in formats or using fonts that are not installed on the fax server. It is therefore recommended to convert content to fax format directly from the user machine. For more information, refer to Printing content to GFI FaxMaker Client (page 14). 2. Other fax sending options can be specified in the email message, such as the coverpage to use, fax resolution, schedule fax to be sent on a particular date/time or billing code. To do this, add TextAPI commands to the first line of the email message. A full list of TextAPI command is available in the GFI FaxMaker API Manual, available from: http://go.gfi.com/?pageid=fm_api 3.5 Composing faxes from email client Faxes can be sent directly from your email client application. 1. Create a new email message. 2. Add recipient's fax number in the To field, in the form: faxnumber@faxmaker.com, for example 00112233445566@faxmaker.com. Multiple recipients can be added, separated by a semi-colon (;). GFI FaxMaker 3 Sending faxes with GFI FaxMaker Client 21

NOTE When using Microsoft Outlook, you can use the local or domain address books. For more information, refer to Composing faxes in Microsoft Outlook (page 20). 3. Add subject in the Subject field. This is shown in the fax coverpage. 4. Key in a fax message. This is also displayed in the fax coverpage. 5. Attach content to fax. 6. Click Send to transmit fax. Important notes: 1. This transmission method converts faxes to fax format (*.fax) on the GFI FaxMaker server. GFI FaxMaker cannot convert faxes sent in formats or using fonts that are not installed on the fax server. It is therefore recommended to convert content to fax format directly from the user machine. For more information, refer to Printing content to GFI FaxMaker Client (page 14). 2. Other fax sending options can be specified in the email message, such as the coverpage to use, fax resolution, schedule fax to be sent on a particular date/time or billing code. To do this, add TextAPI commands to the first line of the email message. A full list of TextAPI command is available in the GFI FaxMaker API Manual, available from: http://go.gfi.com/?pageid=fm_api GFI FaxMaker 3 Sending faxes with GFI FaxMaker Client 22

4 How to send SMS There are 2 ways to send SMS using the GFI FaxMaker Client. Contact your network administrator for the preferred SMS sending method in your organization. Via email client 1. Create a new email message. 2. Add the recipient's SMS number in the To field, in the form: smsnumber@<sms domain>.com, for example 00112233445566@smsmaker.com. 3. Key in SMS text in email body. 4. Click Send to send SMS. More information... Use the GFI FaxMaker SMS Message Form 1. Go to Start > Programs > GFI FaxMaker Client > GFI FaxMaker SMS Message form. 2. Add the recipient's SMS number in the To field, in the form: smsnumber@<sms domain>.com, for example 00112233445566@smsmaker.com. Alternatively select a recipient from the Address book. 3. Key in SMS message. 4. Click Send to send fax. More information... GFI FaxMaker also provides other methods of sending SMS. Contact your administrator to confirm the best methods to use in your organization and how to use them: Web Client: Send SMS from your browser using the GFI FaxMaker web client. For more information, refer to Sending SMS from the GFI FaxMaker Web Client (page 25). APIs: Integrate your third party software with GFI FaxMaker. 4.1 GFI FaxMaker SMS Message form GFI FaxMaker Client includes a form that enables sending SMS. To send an SMS using the GFI FaxMaker SMS Message form: 1. Navigate to Start > Programs > GFI FaxMaker Client > GFI FaxMaker SMS Message form. GFI FaxMaker 4 How to send SMS 23

Screenshot 12: Composing an SMS in GFI FaxMaker SMS Message form 2. Specify the following SMS parameters: Table 8: SMS sending options Parameter SMS Recipient Key in recipient SMS number in To.. or CC.. fields. Alternatively enter a recipient from address book by clicking: Insert Address Book recipient - Add recipient from the local GFI FaxMaker address book. For more information, refer to GFI FaxMaker Fax Message form address book (page 33). SMS text Insert Outlook Contact - Load list of Microsoft Outlook contacts. Select user to send SMS to. Key in the text to SMS. 3. Click Send to transmit SMS. NOTE SMS messages can contain a maximum of 160 characters. Messages exceeding 160 characters are sent as multiple messages. For non-latin characters, such as Arabic and Chinese characters, the maximum is 70 characters. GFI FaxMaker 4 How to send SMS 24

4.2 Sending SMS from email client SMS can be sent directly from your email client. To do this: 1. From your email client application, select option to compose a new email. 2. Specify the following SMS parameters: Table 9: SMS sending options Parameter SMS Recipient Key in recipient SMS number in the following format: <smsnumber>@<sms domain>.com - for example 987654321@smsmaker.com SMS text Ask your network administrator for your environment's SMS domain. Type SMS message text in the email body area. 3. Click Send to transmit SMS. Important notes 1. SMS messages can contain a maximum of 160 characters. Messages exceeding 160 characters are sent as multiple messages. For non-latin characters, such as Arabic and Chinese characters, the maximum is 70 characters. 2. Default email signatures will be included with your SMS message. Consider removing email signatures as these contribute to character count. 3. It is not possible to select recipients from Microsoft Outlook address book. To do this, use the GFI FaxMaker SMS Message form. For more information, refer to GFI FaxMaker SMS Message form (page 23). 4.3 Sending SMS from the GFI FaxMaker Web Client The GFI FaxMaker Server includes a web-based client that enables users to send SMS directly from an internet browser. Contact your system administrator to confirm the GFI FaxMaker web url and your login credentials. NOTE This method of sending SMS does not require installation of the GFI FaxMaker Client. GFI FaxMaker 4 How to send SMS 25

Screenshot 13: Composing an SMS in the GFI FaxMaker Web Client To start sending SMS using the GFI FaxMaker web client: 1. Open the GFI FaxMaker web url in a browser and use the provided credentials to login. 2. Choose Client from the top menu bar. 3. From the left pane, click Compose under SMS. 4. In the To... field key in the recipients' SMS numbers or click To... to select recipients from the address book. For more information, refer to Web client address book (page 18). 5. Enter the SMS text in the body. 6. Click Send. GFI FaxMaker 4 How to send SMS 26

5 Receiving faxes All incoming faxes are received in your mailbox as emails with subject Fax received from: <faxnumber>. The email body contains information about the fax. Double-click attachment to view received fax content. Screenshot 14: Received faxes in Microsoft Outlook GFI FaxMaker 5 Receiving faxes 27

6 The GFI FaxMaker Fax Viewer The GFI FaxMaker Fax Viewer enables management of fax files (*.fax extension) and viewing, editing, printing and storing of faxes. Load the GFI FaxMaker Fax Viewer from Start > Programs > GFI FaxMaker Client > GFI FaxMaker Viewer or by double-clicking a fax file (*.fax extension). Screenshot 15: Fax loaded in GFI FaxMaker Fax Viewer GFI FaxMaker Fax Viewer options: 6.1 Fax management 28 6.2 Editing faxes 29 6.1 Fax management The following table shows the functions for managing faxes in GFI FaxMaker Fax Viewer. GFI FaxMaker 6 The GFI FaxMaker Fax Viewer 28

Table 10: Managing faxes in GFI FaxMaker Fax Viewer Function Viewing faxes Saving faxes Printing faxes Creating faxes Zoom Navigating pages Double-click a fax file (*.fax extension) to view fax in GFI FaxMaker Fax Viewer. Navigate to File > Save as... Specify location, filename and extension. Navigate to File > Printand select printer. Configure printing options from File > Print setup... Navigate to File > New... to open a new fax sheet. NOTE: It is recommended that faxes are created in another tool and converted to fax format by printing content to GFI FaxMaker printer driver. For more information, refer to Printing content to GFI FaxMaker Client (page 14). From the Zoom menu, select the zooming level for viewing fax content. A number of zooming options are available, such as zooming in and out, fitting page to window width or height, or zooming to a specific percentage or ratio. If a fax contains multiple pages, you can navigate through the pages. From the Page menu, select Next Page or Previous Page to go to the next or previous pages respectively. Click Page > Goto Page to navigate to a particular page number. Alternatively, select the page to navigate to from the Pages toolbar. Toolbars Previewing faxes Page information You can also view all pages in Thumbnails format. Navigate to View > Thumbnail view. Double-click on page to view. Select the toolbars to show/hide from the View menu. Toolbars provide quick access to various functions. After editing a fax, preview how it is viewed when transmitted in black & white format. Navigate to Annotation > B&W Preview. To close preview and continue editing fax, navigate to Annotation > Show. Navigate to View > Image info... to load information about the current page. 6.2 Editing faxes The following table shows the functions available for editing faxes in GFI FaxMaker Fax Viewer. Table 11: Editing faxes in GFI FaxMaker Fax Viewer Function Rotating pages Navigate to Page menu and select: Rotate left - Rotate page 90 degrees anti-clockwise Rotate right - Rotate page 90 degrees clockwise Deleting content Hiding content Inserting shapes Flip - Rotate page 180 degrees Navigate to Annotation > Eraser and select area to erase. This feature allows hiding of sensitive information prior to transmitting a fax. Navigate to Annotation > Selection pointer and select area to hide. Navigate to Edit > Black out region to hide the selected area. A number of shapes can be inserted from the Annotations toolbar or Annotation menu: Rectangle Circle Lines - Use mouse to insert and size line. From the Line style toolbar, set line weight. Arrows - From the Line style toolbar select the arrow style to use. Selected arrow style is automatically added when inserting a new line. GFI FaxMaker 6 The GFI FaxMaker Fax Viewer 29

Function Shape colors Inserting text Resizing shapes Aligning content Use the picker tool (Annotation > Picker tool) to select shapes. Select the color to apply from the Colors/shades toolbar. NOTE: Colors are converted to grayscale on saving fax file. Navigate to Annotation > Typed text. Use mouse to insert and size a text box. Key in text. Text can be formatted from the Formatting toolbar. Use the picker tool (Annotation > Picker tool) to select shape to resize. Use mouse to change shape size. Select one or more objects using the Picker tool and use the Alignment toolbar to set the following positioning properties: Align left / right / top / bottom / centers - Align two or more shapes to a common side or center margin. Shapes are aligned to the shape that was selected first. Bring to front - When there are multiple shapes on fax, use this function to show selected shape on top of other shapes. Inserting images or stamps Inverting colors Image enhancements Highlighting content Send to back - When there are multiple shapes on fax, use this function to send selected shape below other shapes. Navigate to Annotation > Rubber stamps. Select shape to insert and click Accept. By default, GFI FaxMaker includes a number of commonly used stamps. Click Add to add more images to the list of stamps. Image must be in *.bmp format. Navigate to Page > Invert to invert all fax colors. Fax files cannot contain colored content. Use the image enhancement feature to specify the darkness level that colored shapes should be stored in. Navigate to View > Image enhancement and select the light/dark level to store fax. Navigate to Annotation > Highlighter and use mouse to insert a highlighted rectangle. GFI FaxMaker 6 The GFI FaxMaker Fax Viewer 30

7 Using the GFI FaxMaker Fax Message form The GFI FaxMaker Fax Message form provides a number of options when sending faxes. Screenshot 16: Composing a fax in GFI FaxMaker Fax Message form Table 12: GFI FaxMaker Fax Message form options Option Create new fax message Fax recipients Recipients in CC Subject Fax message Attachment Preview fax before transmission Signature Navigate to Start > Programs > GFI FaxMaker Client > GFI FaxMaker Fax Message Form. In the To text box, key in one or more recipient fax numbers. Alternatively, click To to insert recipients from address book. Key in one or more recipient fax numbers to include in CC. Alternatively, click Cc to insert recipients from address book. Key in the fax subject in the Subject text box. This is inserted in the fax coverpage. Type message in the text area of the form. This is inserted in the fax coverpage. Click File... button or navigate to Insert > File attachment... to select attachment to fax. NOTE: This transmission method converts faxes to fax format (*.fax) on the GFI FaxMaker server. GFI FaxMaker cannot convert faxes sent in formats or using fonts that are not installed on the fax server. It is therefore recommended to convert content to fax format directly from the user machine. For more information, refer to Printing content to GFI FaxMaker Client (page 14). GFI FaxMaker Client allows faxes to be previewed before these are transmitted. To do this, select Request preview. For more information, refer to Previewing faxes before transmission (page 32). To append a signature to all faxes: 1. Click Options. 2. In the Format tab, select Append signature. 3. Click Edit signature... to key in or modify signature text. 4. Click OK. 5. Close and restart the GFI FaxMaker Fax Message form. GFI FaxMaker 7 Using the GFI FaxMaker Fax Message form 31

Option Fax resolution Importance Coverpage Specify the fax resolution from the Format menu. Alternatively, click Options and set High or Normal from the Resolution drop-down list. Set fax importance from the Format menu. Alternatively, click Options and from the Delivery tab, set High, Normal or Low from the Importance drop-down list. Enable coverpages to include a covering page to the fax. 1. Click Options. 2. In the Format tab, select Send coverpage. 3. Select which coverpage to use: Default coverpage: To use the default coverpage as configured by your administrator, leave Coverpage name field empty. Custom coverpage: Key in the name of the coverpage to use. Check with GFI FaxMaker administrator about the names of configured coverpages. Billing code Scheduling 4. Click OK. If administrator enforces use of billing codes, click Options and from the Delivery tab, specify your Billing code. A fax can be transmitted at a particular date or time. To specify when to transmit a fax: 1. Click Options. 2. In the Delivery tab, select Send the fax at the following scheduled time. 3. Specify the time and date when to transmit fax. 4. Click OK. When all content is added and settings configured, click Send to transmit fax. NOTE If Request preview is enabled, the fax is not transmitted until the preview is approved. For more information, refer to Previewing faxes before transmission (page 32). 7.1 Previewing faxes before transmission After composing faxes in the GFI FaxMaker Fax Message form, you can preview fax before this is transmitted. The preview consists of all content converted to fax format and including other changes configured on GFI FaxMaker server, such as addition of coverpage and headers/footers. To preview a fax before transmission: 1. Click File > Request Preview. 2. After finalizing the fax, click Send. 3. Fax is processed by GFI FaxMaker but not transmitted. GFI FaxMaker sends back the fax as an email attachment to your mailbox. The email will have a subject that contains an identification code, for example [::send=pbc123ff]. 4. Review the attached fax content. 5. To confirm fax content and proceed to transmission, reply to the email message received from GFI FaxMaker. GFI FaxMaker 7 Using the GFI FaxMaker Fax Message form 32

NOTE 1. Do not alter any content of the email message, such as the To or Subject fields. 2. Any changes required in the fax content should be done from the GFI FaxMaker Fax Message form. 2. A fax sent for preview must be confirmed within 1 day, otherwise it is deleted. 7.2 Resending faxes and SMS GFI FaxMaker stores copies of sent faxes and SMS on the server - failed items are stored for 1 week and successful items for 2 days. This enables quick resending of these faxes/sms. NOTE To resend failed items that are older than 1 week and successful items that that are older than 2 days, recompose the fax/sms. To resend a fax/sms, reply to the transmission report that GFI FaxMaker sends after transmission. In the reply email: Do not edit the subject field. It contains code for GFI FaxMaker to locate your fax/sms. The recipient of the email is automatically set to the recipient's number. If required, this can be edited. The transmission report is not included in the fax/sms. GFI FaxMaker resends the fax/sms identically as the original. 7.3 GFI FaxMaker Fax Message form address book The GFI FaxMaker Client address book enables you to store and manage lists of recipients, contact details and their particulars. NOTE When using Microsoft Outlook, you can use and manage contacts directly from the Microsoft Outlook address book. Click Insert > Recipients from Outlook Contacts... to launch the Microsoft Outlook address book. Load the GFI FaxMaker address book from Insert > Recipients from FaxMaker address book... GFI FaxMaker 7 Using the GFI FaxMaker Fax Message form 33

Screenshot 17: The GFI FaxMaker address book The GFI FaxMaker address book contains: Address books - Store of contacts and groups. Multiple address books can be created. Groups - Contacts can be classified together in groups. Groups can be used to create fax broadcasts to all contacts within the group. Individual recipients - One contact within the address book that contains a single recipient details. Address books Table 13: Managing address books Function Creating a new address book Deleting address books Exporting address books 1. From the GFI FaxMaker Address Book, click Options and select New Address Book. 2. Key in Address book name. 3. To create a shared address book, select Global directory. 4. Click OK. 1. From the GFI FaxMaker Address Book, select the address book delete. 2. Select Options > Delete address book. 3 Click Yes to confirm. Contacts in address book can be exported to a comma seperated file. 1. Select the records to export. Press and hold Shift to select multiple recipients. 2. Click Options > Export to ASCII file. 3. Select directory and specify file name for ascii file. 4. Click Save. GFI FaxMaker 7 Using the GFI FaxMaker Fax Message form 34

Function Importing address books Groups Contacts can be imported from a comma seperated file with a.txt extension. Each record must be on a separate line and in the following format: First Name, Last Name, Company, Department, Email address, Fax Number, Voice Number NOTE: If a field is empty, this must still be included. Key in two double quotes ("") followed by comma. 1. From the GFI FaxMaker Address Book, select the address book where to store imported contacts. 2. Click Options > Import from ASCII file... 3. Select the file to import and click Open. Table 14: Managing groups Function Adding groups Viewing contacts in groups Deleting groups Sending a fax to a group Individual recipients 1. From the GFI FaxMaker Address Book, select the recipients to add to a group. Press and hold Shift to select multiple recipients. 2. Click Options and select Add to group... 3. Select an existing group or key in a new group name. 4. Click OK. From the GFI FaxMaker Address Book, select the group to display contacts for in the Current group drop down list. Contacts within that group are displayed in the viewing area. To delete a group and all contacts within the group: 1. Select the group to delete from the Current group drop down list. 2. Click Remove. 3. Click Yes. To send a fax to all contacts within a group: 1. From the GFI FaxMaker Address Book, select the group from the Current group drop down list. 2. Click OK. Table 15: Manging individual recipients Function Adding new Edit Delete 3. All members within the group are automatically added to the list of fax recipients. 1. From the GFI FaxMaker Address Book, select the address book and group where to create the new recipient. 2. Click Add. 3. Key in recipient details. 4. Click OK. 1. From the GFI FaxMaker Address Book, select the user to edit. 2. Click Edit... 3. Edit recipient details and click OK. 1. From the GFI FaxMaker Address Book, select the user to remove. 2. Click Remove. 3. Click Yes. 7.4 Connecting to GFI FaxMaker The GFI FaxMaker Client provides two different ways to connect with GFI FaxMaker when sending faxes; namely via HTTP or SMTP. From the GFI FaxMaker Fax Message form, click Options and go to the Connection tab. GFI FaxMaker 7 Using the GFI FaxMaker Fax Message form 35

Key in your email address in the Email address field. When sending faxes, this address is shown as the sender. In Connection type, select a connection method: HTTP With this approach a direct link with GFI FaxMaker is established. Configure the following options: GFI FaxMaker server name: Key in your GFI FaxMaker server FQDN or IP address. If in doubt, contact your administrator to help you determine the server's name. It is recommended to use the server's fully qualified domain name (rather than the IP address, since the IP may change). For example: myfaxserver.mydomain.com Port: The GFI FaxMaker Web Services port which by default is 8555. Change the port only when instructed by the GFI FaxMaker administrator. SSL: Select if a secure connection is configured for GFI FaxMaker Web Services. By default this option is off. Change this option only when instructed by the GFI FaxMaker administrator. SMTP mail server Click Test Connection to check the configured settings. If the test fails, contact your administrator to verify the server settings and retry the test. Faxes are sent to GFI FaxMaker via SMTP (email format) using an email server. Key in your mail server details: Mail server name/ip: Enter the name or IP address of the mail server Port: The SMTP port used by the mail server. Default value is 25. SSL: Instructs Client to connect and communicate with the mail server using SSL. Requires Authentication: Instructs Client to connect to the mail server using particular user credentials. Username and Password: Enter credentials. Secure Password Authentication: Select this option if Secure Password Authentication is required by the mail server. GFI FaxMaker 7 Using the GFI FaxMaker Fax Message form 36

Screenshot 18: Connecting to GFI FaxMaker via HTTP 7.5 Specify email address Your email address is important when using the GFI FaxMaker Fax Message form as this will be used to define the sender of faxes and for transmission reports. if an email address is not automatically detected from your logged in account, when launching thegfi FaxMaker Fax Message form the first time, key in your email address. Screenshot 19: Specifying email address GFI FaxMaker 7 Using the GFI FaxMaker Fax Message form 37

7.5.1 Changing email address To change email address: 1. From GFI FaxMaker Fax Message form, click Options button or navigate to View > Options. 2. From Connection tab, edit the text of the Email address field. 3. Click OK. GFI FaxMaker 7 Using the GFI FaxMaker Fax Message form 38

8 Index * *.fax 14-15, 21-22, 28, 31 A Address book 7, 13, 16, 18, 23-24, 26, 31, 33 Authentication 9, 12, 36 B Billing 15, 18, 21-22, 32 C Coverpages 18, 32 D Default coverpage 18, 32 E Resending SMS 33 S Secure Password Authentication 10, 12, 36 Sending faxes 4, 7, 11, 13-15, 18, 31, 35 Signature 18, 31 smsmaker.com 23, 25 SMTP/POP3 mail servers 12 SSL 10, 36 Supported operating systems 5 System Requirements 5 U Use SMTP Authentication 10 Use SSL 10 Email address 8, 11, 36-37 F Fax resolution 32 Fax transmission 14 faxmaker.com 13, 20-21 H Hide content 29 Highlighting content 30 I Image enhancements 30 Installation 4-5, 11, 14, 17, 25 ISP hosted mail server 12 M Mail server settings 8 Microsoft Outlook 4, 7, 13-14, 20, 22, 24-25, 27, 33 P POP3 9, 11 Port 36 Previewing faxes 29, 32 Printers 14 R Request Preview 32 GFI FaxMaker Index 39

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