gfi software help · 2021. 7. 9. ·...

GFI Product Manual

Client Manual

The information and content in this document is provided for informational purposes only and isprovided "as is" with no warranties of any kind, either express or implied, including withoutlimitation any warranties of merchantability, fitness for a particular purpose, and non-infringement. GFI Software disclaims and in no event shall be liable for any losses or damages ofany 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 makesno warranty, promise or guarantee about the completeness, accuracy, recency or adequacy ofinformation contained in this document and is not responsible for misprints, out-of-dateinformation, or errors. GFI reserves the right to revise or update its products, software ordocumentation without notice. You must take full responsibility for your use and application of anyGFI product or service. No part of this documentation may be reproduced in any form by anymeans without prior written authorization of GFI Software.

If you believe there are any factual errors in this document, please contact us and we will reviewyour concerns as soon as practical.

GFI and GFI FaxMaker are trademarks or registered trademarks of GFI Software or its affiliates inthe US and other countries. Any other trademarks contained herein are the property of theirrespective owners.

GFI FaxMaker is copyright of GFI Software Ltd. - 1999-2016 GFI Software Ltd. All rights reserved.

Document Version: 2.2.3

Last updated (month/day/year): 08/03/2016

Contents

1 Introduction 4

1.1 About this manual 4

2 Installing GFI FaxMaker Client 5

2.1 System requirements 52.2 Installation procedure 52.3 Unattended (silent) installation 11

3 Sending faxes with GFI FaxMaker Client 13

3.1 Printing content to GFI FaxMaker Client 143.2 Send faxes directly from GFI FaxMaker Fax Message form 143.3 Send faxes from the GFI FaxMaker Web Client 153.4 Composing faxes in Microsoft Outlook 203.5 Composing faxes from email client 21

4 How to send SMS 23

4.1 GFI FaxMaker SMS Message form 234.2 Sending SMS from email client 254.3 Sending SMS from the GFI FaxMaker Web Client 25

5 Receiving faxes 27

6 The GFI FaxMaker Fax Viewer 28

6.1 Fax management 286.2 Editing faxes 29

7 Using the GFI FaxMaker Fax Message form 31

7.1 Previewing faxes before transmission 327.2 Resending faxes and SMS 337.3 GFI FaxMaker Fax Message form address book 337.4 Connecting to GFI FaxMaker 357.5 Specify email address 37

8 Index 39

GFI FaxMaker 1 Introduction | 4

1 Introduction

GFI FaxMaker Client is an application installed on users' machines, used for sending faxes and sendingSMS. 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 environmentand installation of the application.

1.1 About this manual

This manual is specifically tailored for GFI FaxMaker Client application users and assumes that usershave 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 theGFI FaxMaker Client.

1.1.1 Terms and conventions used in this manual

Term Description

> Step by step navigational instructions to access a specific function.

Bold text Items to select such as nodes, menu options or command buttons.

Italicstext

Parameters and values that you must replace with the applicable value, such as custom paths and filenames.

Code Indicates text values to key in, such as commands and addresses.

Table 1: Terms and conventions used in this manual

GFI FaxMaker 2 Installing GFI FaxMaker Client | 5

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 (silent) 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 notes1. Check that the machine you are installing GFI FaxMaker Client on, meets the system require-

ments.

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-client-download.asp

Installation1. Run installation file on the client machine.

2. Click Next in the Welcome screen.

http://www.gfi.com/pages/fax-client-download.asp

http://www.gfi.com/pages/fax-client-download.asp


Screenshot 1: Select the type of fax server

3. Select the software that is used to send/receive faxes and click Next.

Server type Description

GFI FaxMakerServer

Select this option when the organization uses GFI FaxMaker as an on-premise solution to send andreceive faxes and SMS.For more information go to: http://www.gfi.com/fax-server-software/

GFI FaxMakerOnline

Select this option when the organization uses GFI FaxMaker Online to send and receive faxes. GFIFaxMaker 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

http://www.gfi.com/fax-server-software/

https://www.gfi.com/products-and-solutions/email-and-messaging-solutions/gfi-faxmaker-online


Screenshot 2: Choosing message form

4. Select the type of message form to install and click Next.

Message form Description

Use GFI FaxMakerFax Message form

Send faxes using the GFI FaxMaker Fax Message form. This is a custom form built purposely forsending faxes when using GFI FaxMaker.

Use MicrosoftOutlook

Send faxes using Microsoft Outlook. When content is printed to the GFI FaxMaker printerdriver, 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.

Use Outlook but alsoinstall GFI FaxMakerFax form

Install both the GFI FaxMaker Fax Message form and the Outlook Message form. The OutlookMessage form requires that Microsoft Outlook is installed locally.

Use Outlook addressbook with GFIFaxMaker FaxMessage form

Import the list of Microsoft Outlook contacts in GFI FaxMaker Fax Message form. MicrosoftOutlook 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.


Screenshot 3: Connecting to GFI FaxMaker

5. When installing the GFI FaxMaker Fax Message form, choose how to connect to GFI FaxMaker.

Option Description

SMTP mailserver

Choose this option when connecting to GFI FaxMaker via a mail server. In the next step configure themail server details.

Direct con-nection toGFIFaxMaker

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 usethe 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 theserver's address.

Email address: Specify the email address to use when sending faxes.

When choosing this option, skip to step 8.


Screenshot 4: Specifying mail server

6. When connecting to GFI FaxMaker via email, configure the mail server details.

Option Description

Exchange2013/2010/2007/2003/2000/5.5

Select when connecting to a Microsoft Exchange mail server. Key in the mailserver name or IP address in Mail server name.

Lotus Notes or SMTP/POP3 Mailserver

Select if connecting to a POP3 mailbox, such as when using Lotus Notes. Key in:Mail server name - the mail server name or IP address

Fax mailbox - the dedicated mailbox name from which GFI FaxMaker picksup faxes.

ISP or SMTP/POP3 Mail server Select this option to route emails via an SMTP mail server, which then forwardsfaxes to GFI FaxMaker. Key in the mail server name or IP address in Mail servername.

My mail server requiresauthentication

Select if the mail server requires authentication when sending email. If mailserver does not require authentication, skip to step 8.


Screenshot 5: Mail server authentication

7. If the mail server requires authentication, configure the following options and click Next.

Option Description

Use SSL Instructs GFI FaxMaker Client to connect and communicate with the mail server using SSL.

Use SMTPAuthentication

Instructs GFI FaxMaker Client to connect to the mail server using particular user credentials. Entercredentials in the Account and password text boxes. Select Logon using Secure PasswordAuthentication if required by the mail server.

8. Click Next to continue installing GFI FaxMaker Client to the default folder, or Browse to select anew 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 the user’s email address.


2.3 Unattended (silent) installation

GFI FaxMaker Client can also be installed via an unattended installation, silently.

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 requiredparameters as follows:

Action Description

Specify which message form to usewhen user prints to GFI FaxMakerprinter.

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 theGFI FaxMaker Fax Message form.

Choose type of connection Define how to connect to the GFI FaxMaker server:USEWSAPI=0 - Route faxes to GFI FaxMaker via a mail server.

USEWSAPI=1 - Connects directly to GFI FaxMaker server via Web Ser-vices.

Specify installation type Enter parameter INSTALLTYPE=value. Replace value depending on thetype of installation and the type of mail server:

INSTALLTYPE=2 - Use when submitting faxes either via Web ServicesOR when submitting faxes via an SMTP mail server such as a Microsoft®Exchange server.

INSTALLTYPE=3 - use when submitting faxes via Lotus Notes/Dominoor POP3 mailbox

GFI FaxMaker server details(When connecting directly to GFIFaxMaker via Web Services only)

Specify the GFI FaxMaker server address and user's email address:WSAPISERVER=myfaxserver.mydomain.com - specify the GFIFaxMaker server FQDN address or IP address.

[email protected] - the user's email address touse when sending faxes.


Action Description

Specify the mail server details(When forwarding faxes via a mailserver only)

Enter the parameters depending on the type of mail environment:

Route faxes/SMS directly to GFI FaxMaker serverUse parameter:

FAXSERVER=faxserver

Replace faxserver with the name or IP address of the GFI FaxMaker server

Microsoft® Exchange or other SMTP servers

Use parameter: MAILSERVER=mailserver

Replace mailserver with the name or IP address of the Microsoft®Exchange or SMTP server

Lotus Notes/Domino or other POP3 mail serversUse parameters:

MAILSERVER=mailserver

FAXMAILBOX=faxmailbox

Replace mailserver with the name or IP address of the mail server.Replace faxmailbox with the email address of the POP3 mailbox that GFIFaxMaker retrieves emails from.

Mail server authentication details(When forwarding faxes via a mailserver only)

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, addusername and password parameters.

SMTPACCOUNT=username - Replace username with the account nameto use to access the mail server.

SMTPPASSWORD=password - Replace password with the password ofthe account to use to access the mail server.

USESPA=1 - Login to mail server using Secure Password Authentication.

For example:

Sample unattended install command Description

msiexec /i /qb "faxclient.msi" USEWSAPI=0INSTALLTYPE=2MAILSERVER=mymailserver.mydomain.comMAILAUTHENTICATION=1 USESSL=1 USEAUTH=1SMTPACCOUNT=jsmith SMTPPASSWORD=password

Installing the GFI FaxMaker Client to connect to the GFIFaxMaker server via a Microsoft Exchange mail server.The mail server requires authentication, and uses SSL.User credentials are specified for authentication.

msiexec /i /qb "faxclient.msi" USEWSAPI=1INSTALLTYPE=2WSAPISERVER=myfaxserver.mydomain.comONLINEEMAIL=john.doe@mydomain.com

Installing the GFI FaxMaker Client to connect directly tothe GFI FaxMaker server via Web Services. The GFIFaxMaker server FQDN is myfaxserver.mydomain.comand the user's email address is [email protected]

GFI FaxMaker 3 Sending faxeswith GFI FaxMaker Client | 13

3 Sending faxes with GFI FaxMaker Client

The GFI FaxMaker Client allows users to send faxes using numerous methods. Contact your networkadministrator for the preferred fax sending method in your organization. Refer to this manual formore information on how to use the GFI FaxMaker Client.

1 GFI FaxMaker Client Printer Driver1. 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 faxbody.

4. Click Send to send fax.

More information...

2 Email1. Create a new email message.

2. Add the recipient's fax number in the To field, in the form: [email protected], for [email protected].

3. Add a subject.

4. Key in a fax message. This is displayed in the fax coverpage.

5. Attach content to fax.


More information...

3 GFI FaxMaker Fax Message Form1. 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.



More information...

GFI FaxMaker also provides other methods of sending faxes. Contact your administrator to confirmthe 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 inform-ation, 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.

NetPrintQueue2FAX: A printer driver installed on user machines where printed content is auto-matically submitted for fax transmission. Note that this is different than the printer driver avail-able 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 ofprinters. 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, MicrosoftWord, an Accounting package, a Content management system or a Customer relationshipmanagement 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 MicrosoftOutlook 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 loadthe GFI FaxMaker Fax Message form.

2. Specify all fax parameters such as recipients, subject and attachment.

A list of features available in the GFI FaxMaker Fax Message form are available in this manual. Formore 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. GFIFaxMaker cannot convert faxes sent in formats or using fonts that are not installed on the faxserver. It is therefore recommended to convert content to fax format directly from the usermachine. 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, addTextAPI commands to the first line of the email message. A full list of TextAPI command isavailable 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 froman 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.



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 para-meter

Description

Subject Key in a fax subject in the Enter message subject field.

Recipients Enter the numbers of all the recipients to receive the fax. Separate multiple recipients using acomma ',' or a semi-colon ';'. Click To... to load the address book and select recipients from theaddress book. For more information, refer to Web client address book (page 18).

Messagebody

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 WebClient settings and personal preferences (page 17).


Fax para-meter

Description

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 theorder 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

NOTE: Although the GFI FaxMaker Web Client accepts Microsoft® Office® files, contact youradministrator to confirm if the installation supports such files.

Priority Select the priority of the fax. When there are multiple faxes to be sent by GFI FaxMaker, faxes withhigher priority get faxed first, while faxes with normal priority get faxed afterwards.

Resolution The quality of the fax image. High resolution (fine) faxes have better quality but take longer to getfaxed than normal resolution.

Delivery 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 offaxes 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 sendingfaxes 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.


Screenshot 9: Configuring web client references

Configure the following web client options:

Fax para-meter

Description

Signature Compose your signature. This text is automatically added to the fax message body.

Resolution Configure the default quality of fax images. High resolution (fine) faxes have better quality but takelonger to get faxed than normal resolution.This setting can be overridden when composing a fax.

Coverpage 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 FaxMakeradministrator.

Custom: key in the name of a custom coverpage as configured in GFI FaxMaker. Contact your admin-istrator for a list of coverpages available.

Billingcode

If applicable, enter your billing code as instructed by your GFI FaxMaker administrator. Leave this fieldempty 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 GFIFaxMaker users or stored as private, accessible only by the user who created the contact. When GFIFaxMaker is installed in a Microsoft Exchange environment, the address book may also retrieve theuser account's personal contacts.

When composing a fax or SMS, click To next to the field where recipients are specified, to load theaddress book.

NOTE

The web client address book is available only when sending faxes from the web client and notwhen sending faxes using other methods.


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 inMicrosoft Exchange environments when GFI FaxMaker has access to the user's personal contactslist.

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/SMSrecipients box.

Adding new contacts1. To create a contact, click New contact.

2. Choose Private to make the contact accessible only to yourself or Public to allow all GFIFaxMaker to use the contact. Contacts that are made public can only be modified or deleted by


the user creating the contact or by GFI FaxMaker administrators. Other users cannot delete ormodify public contacts.

3. Specify the contact's personal and contact details. These details are used to populate fields in thecoverpage. For example if the coverpage includes a recipient's company field, this gets auto-matically populated by the company name specified. The First name and a Fax or Mobile num-bers 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 Updatecontact.

Contact details can only be changed by the user that created the contact or by GFI FaxMakeradministrators. Other users can only view the contact details. Microsoft Exchange contacts cannot bemodified 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 GFIFaxMaker.

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 aconfigured fax number. Alternatively, add recipient fax number in the form:<faxnumber>@faxmaker.com, for example [email protected].

Click Send to transmit fax.


Screenshot 11: Sending a fax from Microsoft Outlook

Important notes:




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: [email protected], forexample [email protected]. Multiple recipients can be added, separated by asemi-colon (;).



NOTE

When using Microsoft Outlook, you can use the local or domain address books. For moreinformation, 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.


6. Click Send to transmit fax.

Important notes:





GFI FaxMaker 4 How to send SMS | 23

4 How to send SMS

There are 2 ways to send SMS using the GFI FaxMaker Client. Contact your network administrator forthe preferred SMS sending method in your organization.

1 Via email client1. Create a new email message.

2. Add the recipient's SMS number in the To field, in the form: smsnumber@<sms domain>.com, for [email protected].

3. Key in SMS text in email body.

4. Click Send to send SMS.

More information...

2 Use the GFI FaxMaker SMS Message Form1. 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 [email protected]. Alternatively select a recipient from the Address book.

3. Key in SMS message.


More information...

GFI FaxMaker also provides other methods of sending SMS. Contact your administrator to confirm thebest 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 inform-ation, 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 FaxMakerSMS Message form:

1. Navigate to Start > Programs > GFI FaxMaker Client > GFI FaxMaker SMS Message form.


Screenshot 12: Composing an SMS in GFI FaxMaker SMS Message form

2. Specify the following SMS parameters:

Parameter Description

SMS Recip-ient

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. Formore information, refer to GFI FaxMaker Fax Message form address book (page 33).

Insert Outlook Contact - Load list of Microsoft Outlook contacts. Select user to send SMS to.

SMS text 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 aresent as multiple messages. For non-Latin characters, such as Arabic and Chinese characters, themaximum is 70 characters.


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:

Parameter Description

SMS Recipient Key in recipient SMS number in the following format:<smsnumber>@<sms domain>.com - for example [email protected]

Ask your network administrator for your environment's SMS domain.

SMS text 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 charactersare sent as multiple messages. For non-Latin characters, such as Arabic and Chinese char-acters, the maximum is 70 characters.

2. Default email signatures will be included with your SMS message. Consider removing email sig-natures as these contribute to character count.

3. It is not possible to select recipients from Microsoft Outlook address book. To do this, use theGFI FaxMaker SMS Message form. For more information, refer to GFI FaxMaker SMS Messageform (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 aninternet 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.


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 theaddress 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 5 Receiving faxes | 27

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 faxcontent.

Screenshot 14: Received faxes in Microsoft Outlook

GFI FaxMaker 6 TheGFI FaxMaker FaxViewer | 28

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 FaxMakerViewer 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.


Function Description

Viewingfaxes

Double-click a fax file (*.fax extension) to view fax in GFI FaxMaker Fax Viewer.

Savingfaxes

Navigate to File > Save as.... Specify location, filename and extension.

Printingfaxes

Navigate to File > Printand select printer. Configure printing options from File > Print setup....

Creatingfaxes

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 byprinting content to GFI FaxMaker printer driver. For more information, refer to Printing content to GFIFaxMaker Client (page 14).

Zoom From the Zoommenu, select the zooming level for viewing fax content. A number of zooming optionsare available, such as zooming in and out, fitting page to window width or height, or zooming to a spe-cific percentage or ratio.

Navigatingpages

If a fax contains multiple pages, you can navigate through the pages. From the Page menu, select NextPage or Previous Page to go to the next or previous pages respectively. Click Page > Goto Page tonavigate to a particular page number.Alternatively, select the page to navigate to from the Pages toolbar.

You can also view all pages in Thumbnails format. Navigate to View > Thumbnail view. Double-click onpage to view.

Toolbars Select the toolbars to show/hide from the Viewmenu. Toolbars provide quick access to various func-tions.

Previewingfaxes

After editing a fax, preview how it is viewed when transmitted in black & white format. Navigate toAnnotation > B&W Preview.To close preview and continue editing fax, navigate to Annotation > Show.

Pageinformation

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.


Rotatingpages

Navigate to Page menu and select:Rotate left - Rotate page 90 degrees anti-clockwise

Rotate right - Rotate page 90 degrees clockwise

Flip - Rotate page 180 degrees

Deleting con-tent

Navigate to Annotation > Eraser and select area to erase.

Hiding con-tent

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 selec-ted area.



Insertingshapes

A number of shapes can be inserted from the Annotations toolbar or Annotationmenu: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 isautomatically added when inserting a new line.

Shape colors Use the picker tool (Annotation > Picker tool) to select shapes. Select the color to apply from theColors/shades toolbar.NOTE: Colors are converted to grayscale on saving fax file.

Inserting text 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.

Resizingshapes

Use the picker tool (Annotation > Picker tool) to select shape to resize. Use mouse to changeshape size.

Aligning con-tent

Select one or more objects using the Picker tool and use the Alignment toolbar to set the followingpositioning properties:

Align left / right / top / bottom / centers - Align two or more shapes to a common side or cen-ter 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 selectedshape on top of other shapes.

Send to back - When there are multiple shapes on fax, use this function to send selectedshape below other shapes.

Insertingimages orstamps

Navigate to Annotation > Rubber stamps. Select shape to insert and click Accept. By default, GFIFaxMaker includes a number of commonly used stamps. Click Add to add more images to the list ofstamps. Image must be in *.bmp format.

Inverting col-ors

Navigate to Page > Invert to invert all fax colors.

Imageenhancements

Fax files cannot contain colored content. Use the image enhancement feature to specify the dark-ness level that colored shapes should be stored in. Navigate to View > Image enhancement andselect the light/dark level to store fax.

Highlightingcontent

Navigate to Annotation > Highlighter and use mouse to insert a highlighted rectangle.

GFI FaxMaker 7 Using theGFI FaxMaker FaxMessage form | 31

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

Option Description

Create newfax message

Navigate to Start > Programs > GFI FaxMaker Client > GFI FaxMaker Fax Message Form.

Fax recip-ients

In the To text box, key in one or more recipient fax numbers. Alternatively, click To to insert recip-ients from address book.

Recipientsin CC

Key in one or more recipient fax numbers to include in CC. Alternatively, click Cc to insert recipientsfrom address book.

Subject Key in the fax subject in the Subject text box. This is inserted in the fax coverpage.

Fax message Type message in the text area of the form. This is inserted in the fax coverpage.

Attachment 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. GFIFaxMaker cannot convert faxes sent in formats or using fonts that are not installed on the fax server. Itis therefore recommended to convert content to fax format directly from the user machine. For moreinformation, refer to Printing content to GFI FaxMaker Client (page 14).

Preview faxbefore trans-mission

GFI FaxMaker Client allows faxes to be previewed before these are transmitted. To do this, selectRequest preview. For more information, refer to Previewing faxes before transmission (page 32).


Option Description

Signature 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.

Fax res-olution

Specify the fax resolution from the Format menu.Alternatively, click Options and set High or Normal from the Resolution drop-down list.

Importance Set fax importance from the Format menu. Alternatively, click Options and from the Delivery tab, setHigh, Normal or Low from the Importance drop-down list.

Coverpage 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, leaveCoverpage name field empty.

Custom coverpage: Key in the name of the coverpage to use. Check with GFI FaxMaker admin-istrator about the names of configured coverpages.

4. Click OK.

Billing code If administrator enforces use of billing codes, click Options and from the Delivery tab, specify yourBilling code.

Scheduling 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 moreinformation, 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 istransmitted. The preview consists of all content converted to fax format and including other changesconfigured 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 emailattachment to your mailbox. The email will have a subject that contains an identification code, forexample [::send=pbc123ff].

4. Review the attached fax content.


5. To confirm fax content and proceed to transmission, reply to the email message received from GFIFaxMaker.

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 Messageform.

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 weekand 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 2days , recompose the fax/SMS.

To resend a fax/SMS, reply to the transmission report that GFI FaxMaker sends after transmission. Inthe 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 beedited.

The transmission report is not included in the fax/SMS. GFI FaxMaker resends the fax/SMS identic-ally 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, contactdetails and their particulars.

NOTE

When using Microsoft Outlook, you can use and manage contacts directly from the MicrosoftOutlook address book. Click Insert > Recipients from Outlook Contacts... to launch the MicrosoftOutlook address book.

Load the GFI FaxMaker address book from Insert > Recipients from FaxMaker address book....


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 broad-casts to all contacts within the group.

Individual recipients - One contact within the address book that contains a single recipientdetails.

Address booksFunction Description

Creating a newaddress book

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.

Deleting addressbooks

1. From the GFI FaxMaker Address Book, select the address book delete.2. Select Options > Delete address book.3 Click Yes to confirm.

Exporting addressbooks

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.



Importing addressbooks

Contacts can be imported from a comma seperated file with a .txt extension. Each record mustbe 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 bycomma.1. From the GFI FaxMaker Address Book, select the address book where to store importedcontacts.2. Click Options > Import from ASCII file....3. Select the file to import and click Open.

GroupsFunction Description

Adding groups 1. From the GFI FaxMaker Address Book, select the recipients to add to a group. Press and holdShift 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.

Viewing contactsin groups

From the GFI FaxMaker Address Book, select the group to display contacts for in the Currentgroup drop down list.Contacts within that group are displayed in the viewing area.

Deleting groups 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.

Sending a fax to agroup

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 downlist.2. Click OK.3. All members within the group are automatically added to the list of fax recipients.

Individual recipientsFunction Description

Addingnew

1. From the GFI FaxMaker Address Book, select the address book and group where to create the newrecipient.2. Click Add.3. Key in recipient details.4. Click OK.

Edit 1. From the GFI FaxMaker Address Book, select the user to edit.2. Click Edit....3. Edit recipient details and click OK.

Delete 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 sendingfaxes; namely via HTTP or SMTP.


From the GFI FaxMaker Fax Message form, click Options and go to the Connection tab.

Key in your email address in the Email address field. When sending faxes, this address is shown as thesender.

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 touse the server's fully qualified domain name (rather than the IP address, since the IP maychange). For example:myfaxserver.mydomain.com

Port: The GFI FaxMaker Web Services port which by default is 8555. Change the port onlywhen instructed by the GFI FaxMaker administrator.

SSL: Select if a secure connection is configured for GFI FaxMaker Web Services. By default thisoption is off. Change this option only when instructed by the GFI FaxMaker administrator.

Click Test Connection to check the configured settings. If the test fails, contact your administratorto verify the server settings and retry the test.

SMTP mailserver

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 usercredentials.

Username and Password: Enter credentials.

Secure Password Authentication: Select this option if Secure Password Authentication isrequired by the mail server.


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 todefine the sender of faxes and for transmission reports.

if an email address is not automatically detected from your logged in account, when launching theGFIFaxMaker Fax Message form the first time, key in your email address.

Screenshot 19: Specifying email address


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.

8 Index

*

*.fax 14-15, 21-22, 28, 31

A

Address book 7, 13, 16, 18, 23-26, 31

Authentication 10, 12, 36

B

Billing 15, 18, 21-22, 32

C

Coverpages 18, 32

D

Default coverpage 18, 32

E

Email address 8, 11, 36-37

F

Fax resolution 32

Fax transmission 13

faxmaker.com 13, 20-21

H

Hide content 29

Highlighting content 30

I

Image enhancements 30

Installation 4-5, 11, 14-15, 25

M

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

Resending SMS 33

S

Secure Password Authentication 10, 12, 36

Sending faxes 4, 7, 11, 13-15, 18, 31, 35

Signature 18, 32

smsmaker.com 23, 25

SSL 10, 36

Supported operating systems 5

System Requirements 5

T

TextAPI 15, 21-22

U

Use SMTP Authentication 10

Use SSL 10

GFI FaxMaker Index | 39

gfi software help · 2021. 7. 9. ·...

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