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MailFax Administrative Website User Manual (For Ford

1. eese nnne 14 Fax from Microsoft Outlook eeeeeeeeseeeeeeeeeeeeeeee eene eene nnne eene nnnn nennen en ntnnnn nnns essen enne 15 Add recipient information to manual addressing essen 15 Add a Contacta eie ere rk RE ESSERI FEET E Oi ono isores EL FUIS PYAS PEAKS S G3 I S FX ERU R EL e edo ERE CARE Esait 17 Create a distribution list of contacts sessesssssseeeeeessssseeeeeeessssseeeeeeesssseeeessssseeeeeeessssseeeeeeesssese 18 Send a TIFF file using brightfax PrintToMail eeeeeeeeeeeeeeeee eee enne nnne 18 Senda Mii M 18 Send a TIFE file with a specifictesolution siie nectit titer treten rere eerie erento oderint 18 CHAPTER 3 FAXING WITH FORMS FOR MICROSOFT OUTLOOXK eee 19 Fax Status sooo DIRE EE ERREREEE EE ELIIE ERE EEEE SURE ETEE TTT 20 3 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE Forms for Microsoft Outlook and brightfax broadcast eese 20 Fax with Forms for Microsoft Outlook cesses eene 20 Add recipient information to manual addressing sse 21 Change the Sendet lvi Cor ieeC Lao E 23 Change the Delivery Options scene rtr prete qe a Fees be EI eei PERTH eI PES NETE ERR Ge s Nea EN EiS 23 Add fax recipients to your Personal Address Book
2. M M AE 70 PERMIT III M 70 Ad sU 71 Add Variables i305 HM 71 Editan itetn itt a cover SHEEt D 71 Delete a item from a cover sheet ceret rore rho ete rho ave raa Re ERA Rv pea e vedo dna 71 Cover sheet Variables iscsiscccssssesssossinctsssssesecasccescsssssvcesasccssasssssnsesasecsscsesssastacesassesdencsasacccsssecesesss 71 OLE 2 0 compatible Objects cccsssscesssrscsssssessesscscessscsessesseeeesesscesessenesessesseescesseseseenseees 72 Embedding and linkigg Obj SGtS sescssssxssivess cazssestsevsesentesevessesspaes staszacssietstssssesseGersaseiesstasesesstssteseveisdtasasesgisnstsss 72 Managing linked objects in a cover sheet tenentes 73 Eiditing and convettitip obJects ice eene pisci ten v pisci vecti bri i Pac HE aA 73 Preview a fuo u iacld m RR P 75 Print a cover SDeeEsa sescenti menie tte tette teet ect 76 CHAPTER 10 ABOUT ANNOTATIONS eeeeeeeeeeeeeeeee enne nnne ente netten nennen tnter teens TI LunucnnDo 77 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE Handlino Annotation 77 Show and bide annotations iae mites nitipe
3. FAX first John last Smith Company ABC Industries bc 232ABC 1234567 specifies the recipient s first and last names the name of the company and the company s billing code This information will appear in the cover sheet and be stored with the fax in the brightfax database Of course the variables you enter here must correspond to the placeholders in the cover sheet you are using For example the only recipient information to appear in the ConsiceCentered cse cover sheet are the recipient s name company and destination that is the fax number You can enter the Cellular variable to add the recipient s cellular phone number but it will not appear in the cover sheet However the information will be recorded with the fax in the brightfax database These ate the variables available Variable address value bc value billinggcode value cellular cellular_number city value co value company value country value dear value email email_address fn value first value firstname value jobtitle value n value last value lastname value pager pager number phone phone number state value sbc value subbillingcode value Example address 123 Corner Ave bc EDF Developments Ltd Billing Code cellular 4443351 city London co ABC Industries countty Great Britain dear Signor email tjones abc org fn Thomas jobtitle President In Jones pager 8887776 phone 88
4. Note The following operation describes how to select a recipient from a phone book when the phone book is not displayed in the Brightfax broadcast interface 1 In brightfax broadcast click brightfax broadcast displays the phone book in a separate window If necessary use Show names from the to select the correct phone book and contact list 2 Type the name or select the recipient from the phone book 3 Click EJ Repeat steps 2 and 3 for each recipient desired 4 Click OK Edit fax recipient information Under Fax Recipients select the fax recipient Choose Edit Fax Recipient Type your modifications or additions Click OK Soo ro Cancel transmission to a recipient Canceling transmission to a recipient instructs brightfax broadcast not to transmit to that recipient but leaves it listed under Fax Recipients 1 Deselect to the left of the recipient s name under Fax Recipients Delete a recipient from the fax recipient list 1 Select the recipient in the list under Fax Recipients 2 To the right of Fax Recipients click Managing fax documents 37 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE This section describes how documents can be placed within brightfax broadcast for transmission Insert a document 1 In brightfax broadcast choose File Insert or click LI 2 Navigate to the document you wish
5. eise ticis estos estes th ste ei tb tona Hbe tb r s as beta p p ale 37 Edit fax tecipient infOFIBatlOti a one arr v ne X XR ERR FER E XR RXE EUG THERE XR SE YR ERAT EFE TER SEVERI TIRE 37 Cancel transmission to YecIplent cssc teet n poscat eR e p Free bre da bete pose ree Po REN bee pepe 37 Delete a recipient from the fax recipient list tentent 37 Managing fax COCUMENES ccsscsccccsserscceessrscesesseseesseeceessesessescesessesesessenseesesesseesessesseseenaeees 37 Tris rt a dOCUMERIt a ates osrase noa pce D ER DERI PADRR GUNERR TT CH IRR RR DUUMTGU IRR FORENT DA IEEE EE 38 hCeesdureilf T 38 Cancel transmission of a Pace net RHEINE TH CHR DEUM ELTE PPM DERE EPIS TTE THERME EE Ein E 38 hcec ll 38 Delete aipage from a fax ceceteopomtee node HA e DERE TRE HH Ie noon inde roie a teo Po D RUMORES 38 Manapino c yer t ss 38 SelSCt uod 39 Cancel a selected cover she amp t nieerte irre rfe ee OO enr ret n tester a eoo da 39 Adda comment toa cover Sheetasasaiuenn S ESSERE UE a Ree bog Aen ee 39 DAVE A TAX EE E E 39 j M 39 Setting the default fax resolution for printing 39 Advanced transmission settings eese eene eene nnne tnn nnns ennt nannten nnn ne nennen 40 Edit sender or company informatlo ete
6. CHAPTER 12 THE XML GATEWAY ccccccsssscsssevessessseesesseeseseesenseeseseesseseeseneeseneessenevens 82 XML tags and Syntax X 84 Recipient list ta T M 85 Processing OptlOBS toS sonent eme onion ert ert pear EEES 86 Sender information tags ete HH Ot HH MER HINT EE EEEE RENE AEEA EAEE RT HIRED reet doe EH Haga 86 sem 87 COMMENTE Lr M 88 Transmission Serino S taps de gr DD Eo EDDA OU Dot RE SI ente e HE Oeo Ren 88 og cl ono 88 Pour SME TAGS M 89 CHAPTER 13 USING CLAIMSNOW AND WRITEN ONYY ceesseeeeeeeeeeeennnn enne nnne 91 Hine 91 CRC Offers the ClaimsNow Solution eese esee enne nennen nnne nnnnnnnnnnns 91 Ivo icri eo o 92 z z CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE ClaimsNow Standard Claims Related Featut es cscccsscsssccsssccsccnsccesccsccesccesccsscasceescescees 92 ClaimisNow Integrated Enhancements Leber petri egentes etes ese Pei Pb UENIRE ngang bes 93 CRC Offers the Write Now Solution cccccsscssssccesccsccesccescsccesccesccsscesccusccscesesceesccecsesseeses 94 Who ll ses Write NGwe AER nnn ndnhnn nk aan annann Anan 95 Tech Basics ANG SUpPOL
7. sss 24 Create Pax Distribution dlist uuicocaiiitee inda ter e peri EC eH RARE AER tEbUA 24 Send a TIFF file using brightfax PrintToMail eeeeeeeeeeeeeeeee esent 24 Send Miis 24 Senda DIFF file witha specific resolution uet drerit edet ie i odere heure debet ed nesia 25 CHAPTER 4 FAXING WITH SMTP MAIL CLIENTIS eeeeeeeeeeeee entente 26 Fax from the Outlook Express Address Book eese eee 26 Manually address a fax in Outlook Express eese eee eene nnne 26 Add recipients to Outlook Express Address Book eese 27 Add recipient information ccssscccssssssccesscsscesctscssescesessenseeceessceseseescesessessesesseneeeenseseesense 27 Apply body Code 29 Send a TIFF file using brightfax PrintToMail ccccssscccssseseseesseecsenscesesesscesessesseeesseseees 30 Send a TUBE FEE a EERE E EAE E R A I E RE 30 Send a TIFF file with a specific resolution nennt 31 CHAPTER 5 FAXING WITH BRIGHTFAX BROADCAST 44 ett enn nene 31 Launch brightfax broadcast eese esee eene enne annt nnne nnne neon nnnns 31 Pie AGT CHU cs ce ceca e E E A E E AA AARRE E E E E 32 Toe Edi tenu uota AREA E An R R qa E ON 32 BK Eae Eais ti 33 Th Thumbnail mentir aetate ront teeneeireretp ei eee 33 Phe Preview menus oicsdhantbandaananaade at A E d
8. 4 Choose the application from the list 5 Click OK The application is launched within the cover sheet editor Note that application s menu selections and its toolbar and status bar are made available You can resize the application s window if necessary 6 Perform whatever operations are required to create the object 7 Click outside the object but within the cover sheet The application is closed leaving the object you created It may be necessary to move or resize the object Link to an object 1 Choose Edit Insert New Object or click 2 Select the Create from File option 3 Select the Link option If necessary click Browse to navigate to the file Select the Display as Icon option if you wish the object to appear as an icon in the cover sheet 4 Select the file and click Open 5 Click OK brightfax imports the object into the cover sheet It may be necessary to move the object or to change its size Change a link to manual update 1 Select a linked object 2 Choose Edit Links 3 Choose the Manual option If necessary use Cancel to cancel an unwanted operation 4 Click Close Manually update a link to an object 1 Select a linked object 2 Choose Edit Links 3 Click Update Now If necessary use Cancel to cancel an unwanted operation 4 Click Close Break a link to an object 1 Select a linked object 2 Choose Edit Links 3 Click Break Link 4 Click Close 74 CHARLES RIVER
9. CRC Managed Comparses brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE Chapter 7 The Web Client brightfax uses its Web Client in Internet Explorer to display the status of sent received or queued faxes Logging Into the Web Client To access the Web Client 1 Launch Internet Explorer 2 Enter the URL http comapany_name mfax net index jsp The Web Client login screen appears 3 Note comapany_name is the name of your company You may need to get this information from your company administrator Demo users should enter the word demo for the company name File Edit View Favorites Tools ee S24 08 MarkT O O A AR Asan erem Qua O 2 Sl 2 Address http demo brightfax com index jsp BrightFAX Email Address u Web Password 4 Enter your e mail or SMTP address as assigned by the company administrator 49 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE 5 Click Login Viewing the Inbound Faxes The Inbound History tab displays the status of the faxes you have received You can display all or a specific selection of faxes by using the search bar at the top of the browser Leaving the fields of the search bar empty will result in all of the received faxes being displayed 2i MailFAX Plus Folder Microsoft Internet Explorer ES Fie Edit View Favorites Tools Help A
10. Convert an object 1 Select the object 3 4 Choose Edit Package Object Convert Select the target format for conversion in the Convert window Only the compatible conversion formats will be available For example a bitmap image created with Microsoft Paint can be converted to a Picture Device Independent Image Bitmap Click OK Preview a covet sheet 1 2 3 Open a cover sheet Choose File Print Preview Choose Close 75 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE Print a cover sheet 1 Open a cover sheet 2 Choose File Print Change whatever print options you wish 3 Click OK 76 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE Chapter 10 About Annotations Annotations ate notes and objects added to a document in brightfax broadcast Annotations are added by selecting the type of annotation drawing a rectangle in the page displayed and applying the annotation selected within the rectangle All annotations can be resized and moved about the page Annotations can also be formatted Color and thickness can be assigned to lines and rectangles color font and size can be assigned to text Annotations added in brightfax broadcast are not permanent They are superimposed on the page in the Fax Preview page and incorporated
11. The File menu New cancels the current fax clearing the fax recipient list and begins a new one e Insert ets you insert a file into your fax e Save As lets you save yout fax in a local or network directory e Print prints the fax and any cover sheet e Send sends the fax and closes the brightfax broadcast interface e Send Without Closing sends the fax but keeps the brightfax broadcast interface open for example to allow you to end the same fax to other recipients e Connection Settings opens the Connection Settings dialog box allowing you to change the fax server or account you ate logged on to e Exit closes brightfax broadcast The Edit menu e Faxing Properties displays a tabbed window in which you enter sender Information or company information and specify fax settings e Fax Reapient opens the Edit Contact window allowing you to modify the information about a selected fax recipient in the fax recipient list e Cover Sheet Comments enters a comment in the cover sheet Printer Properties lets you configure the printer driver 32 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE The View menu Toolbar displays the brightfax broadcast toolbars When a toolbar is visible a check mark appears beside its name The four toolbars Main Preview Thumbnail and Annotation are displayed by default Status Bar displays or hides the Status Bar A
12. thereby significantly decreasing total claims costs while increasing your efficiency and customer satisfaction ClaimsNow is the ideal solution for automating the delivery of First Notice of Loss forms and other claims documentation ClaimsNow is a field proven solution that is currently processing millions of document pages per month The benefits of ClaimsNow include e Reduced cycle time due to secure clean and quick electronic delivery of paper documents e An evolutionary not revolutionary design that leverages investments in existing legacy systems and business processes e Confidence that the process is always working thanks to 24 hour 7 day monitoring and 100 confirmation of receipt and e Lowered costs from greater process efficiency and savings from no longer maintaining fax machines and servers internally CRC Offers the ClaimsNow Solution ClaimsNow is a proven system that combines fax email Optical Character Recognition OCR and well defined business and workflow rules to enhance the entire claims process However ClaimsNow M also recognizes that every business and each process has its own unique rules systems and priorities The strength of ClaimsNow lies in the ability to tailor individual solutions around an established core framework 91 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE The service is simpl
13. type the text 4 Click in the Annotation toolbar to cancel the annotation type Note You must cancel the annotation type to perform any other operations Add a bitmap bmp annotation 1 In brightfax broadcast choose Annotation Add Stamp A window displays the three bitmap files provided with brightfax broadcast The text of each bitmap file is indicated by its filename Approved For Your Approval and Please Sign and Return 2 Select any one of these three or navigate to another directory to select another bitmap 3 Click Open The bitmap is automatically positioned at the top left of the page Move ot resize it as necessaty Delete an annotation 1 In brightfax broadcast select the annotation and choose Annotation Delete 2 Confirm deletion Move and resize annotations 1 In brightfax broadcast select the annotation Click once Eight resizing handles appear on the perimeter of text boxes rectangles and highlight Two handles appear at each end of a line 3 Move the annotation by dragging it Resize the annotation by dragging its handles Edit text annotations 1 In brightfax broadcast position the cursor over the text box and double click 2 Enter the changes 3 Click anywhere outside the text box Format annotations Format properties for lines and rectangles include thickness and color Format properties for text include foreground and background color font and type size bold italic and underli
14. CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE 1 In the phone book position the cursor over column bar at the location where the new heading is to be inserted 2 Right click and choose Insert Column 3 Choose the column heading from the appropriate menu selection Delete a column heading 1 In phone book position the cursor over the unwanted column heading 2 Right click and choose Remove This Column Importing an external data source External data sources can be imported into a phone book either as a new contact list or into an existing contact list Once resident in the phone book the contacts can be updated like any other contact External sources might be a worksheet in a spreadsheet or a table in a database that contains a list of names and fax numbers By importing the source you import the names and fax numbers into the current contact list The external soutce should be propetly organized with field names that correspond in meaning if not in exact phrasing to the information fields used by the phone book For example a field called Name in an external data soutce might include both first and last name First Name and Last Name however ate two distinct fields in the phone book You may wish to update the external source before importing it You may need to assign fields being imported to the corresponding fields offered by the phone b
15. FaxJobs gt Within the mandatory lt FaxJobs gt lt FaxJobs gt tags come the lt FaxData gt tags lt DOCTYPE FaxData SYSTEM C Program Files brightfax Config XML Gateway XMLGateway dtd lt FaxJobs gt lt FaxJobs gt lt DOCTYPE FaxData SYSTEM C Program Files btightfax Contig XML Gateway XMLGateway dtd gt lt FaxJobs gt lt FaxData gt lt FaxData gt lt FaxJobs gt Within the mandatory lt FaxData gt lt FaxData gt tags come tags describing e recipient list e processing options e sender information e subject e comment e transmission settings e cover sheet 84 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE e attachment list lt DOCTYPE FaxData SYSTEM C Program Files brighttax Config XML Gateway XMLGateway dtd gt lt FaxJobs gt lt FaxData gt lt recipient list gt lt recipient list gt lt processing options gt lt ptocessing options gt lt sender into gt lt sender into gt lt subject gt subject lt subject gt lt comment gt comment lt comment gt lt transmission settings gt lt transmission settings gt lt coversheet gt lt coversheet gt lt attachment list gt lt attachment list gt lt FaxData gt lt FaxJobs gt Recipient list tags Within the lt recipient list gt lt recipient list gt appear all fax recipients A
16. MM Diu nU M UM ILS 33 B Ne TOESSslefolr isFo rs gu celo 33 The Tools ment C M 34 The Fep mEn neserga ea e i e a EE T E E E EE 34 Connection Settings ssessesesessseerssessseesseesseesessseeseeesesenesenustenseeneeenesensseeseeeneeeneseessesseesseeeseeenee 34 Fax from brightfax broadcast cccssessccscsscseescnscesessceecsenscesceessesessesceeeesensceseessesessesseseseenseees 35 Send a fax with a specific resolution cesssssessesessesessesessssesseenssesessesnssesnsscensssensssensssenssesssnssssecensssensseenees 35 Managing phone books eese eese eene nennen nennen nasse soos s a es ssena visasi nsns sisas 35 Display phone dvo o tasonsa iinei eiit E E a E Ti 36 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE MOVE phonebook AIS PAY P 36 Cancel phone book display ie pte ep eret ie ie e ope Eoo tense dos EET 36 Select Wendt 36 Addressing transmissions cccsscccsssecessseessseseseessneessaneesseeeesaneessesenseeessaeeesnaeeessueesssessaneeeses 36 Manuallycaddress a transmissIOflc 2i eorom eit ire crvasssestvicsiaenessolactaestuscntavsss aster ROUTE REO tea ERO VIR PURO 36 Select recipient froma phone book e ede erento Petre tnter Herde eto eTii 37 Select recipient from phone book
17. Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE Chapter 2 Faxing from Microsoft Outlook Depending on your configuration brightfax allows you to fax from e Microsoft Outlook e Forms for Microsoft Outlook e brightfax PrintToMail e brightfax broadcast Because your administrator may not have installed every package available consult the appropriate chapter for details If your administrator installed the gateway for Microsoft Exchange you can send and receive faxes directly in Outlook Incoming faxes are listed in your Inbox and outgoing faxes are displayed in your Sent Items folder Notification of your outgoing faxes is sent to your Inbox Notification consists of a copy of the fax message you sent Your incoming faxes appear very much like email messages with attachments that is the fax is an attachment Faxes use the tagged image file format TIFF and the faxes you receive have the tif extension You can save them as you save other attachments Alternatively you can double click them and choose the Open command The Windows Imaging Preview utility will open the fax If you saved the attachment you can open it later using the Imaging utility available in the Start gt Accessories menu You may have to instruct the Imaging utility to display TIFF files You can also display a list of your incoming and outgoing faxes through the Web Client a utility accessed through Internet Explorer See Cha
18. Next Select the worksheet that contains the contact information 7 Click OK The phone book attempts to match corresponding fields However should field names in the external source not match you must perform the link yourself by clicking in the right hand column where the phrase No Link appears A pull down list displays the phone book fields available Use AutoMatch to instruct the phone book to apply the most likely match Use Reset to clear all matches and begin again 8 Click Finish D Linking to an external data source External data sources can be linked to a phone book A linked external source is always treated as a new and distinct contact list brightfax uses the name of the table or worksheet as the name of the contact list The name which must be unique can be changed either during the linking operation or afterwards through Edit Rename It is subsequently displayed in the Contact List field You cannot link an external contact list into an existing contact list The contacts in a linked contact list cannot be edited or updated through brightfax The phone book displays this information in read only format If contact information in a linked contact list is to be changed you must update the source itself Contacts in a linked contact list cannot be assigned to a group Additional contacts cannot be added individual contacts cannot be deleted directly through the brightfax Phone Book Because linking is dynamic the c
19. SOFTWARE NO HARDWARE NO MAINTENANCE 1 Choose Edit Printer Properties 2 Click the Paper Quality tab 3 Click on the Advanced button 4 Set the printer driver s resolution in the Graphic Print Quality field Choices ate Low 200x100 High 200x200 Fine 300x300 or Ultra Fine 400x400 At the next logon in brightfax broadcast the program will validate the printer driver resolution If the printer driver default resolution is higher than the maximum resolution allowed by the user profile brightfax broadcast sets it to the latter This changes the printer resolution for the whole system and remains so until it is changed again using the above procedure Advanced transmission settings Advanced transmission settings include Edit sender or company information Changes to sender and company information are applied to a single transmission These changes modify the information entered for you by your system administrator It might be necessary to edit sender information when you send a fax on behalf of another user Sender information includes a salutation your first and last names and your title your email address cellular and pager numbers and billing code information Company information includes the company s name and address and the telephone and fax numbers Note An administrator can prevent you from changing both sender and company information Edit sender information In brightfax broadcast choose Edit Sende
20. an attachment in TIFF format You can address the message as an email message or as a fax Terminate the fax composition and setting selection Send the message Send a TIFF file with a specific resolution To print a TIFF file with a specific resolution if the Forms for Outlook are not installed 1 Launch an application like Microsoft Word and write the document you want to fax 18 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE 2 3 4 5 e 8 9 Choose File Print Select the brightfax PrintToMail printer Click Properties Click the Paper Quality tab Click on the Advanced button Set the printer driver s resolution in the Graphic Print Quality field Choices are Low 200x100 High 200x200 Fine 300x300 or Ultra Fine 400x400 Note This changes the printer resolution for the whole system and remains so until it is changed again using the above procedure Print the document Outlook s standard message window appears and the Word document is included as an attachment in TIFF format You can address the message as an email message or as a fax 10 Terminate the fax composition and setting selection 11 Send the message To print a TIFF file with a specific resolution if the Forms for Outlook are installed PONS Cy AON 9 Launch an application like Microsoft Word and write the document you want to f
21. available to you through the application s print options Most of the print options offered by the application are available For example in Microsoft Word you can choose Options and instruct Word to print in reverse order Click OK brightfax broadcast is launched and you are prompted to log on If Word is still open you can open another document and add it to the documents to be faxed by repeating steps 2 to 5 Address the fax You can add a cover sheet or make an entry to the Subject field Click Send Send a fax with a specific resolution To send a fax from an external application with a specific resolution 1 In the application access the printing properties dialog usually from the File menu In the printer selection area of the dialog select the printer as brightfax or brightfax PrintToMail Click the Paper Quality tab in some applications you may find this in the dialog opened by clicking the Properties button Click on the Advanced button Set the printer driver s resolution in the Graphic Print Quality field Choices are Low 200x100 High 200x200 Fine 300x300 or Ultra Fine 400x400 44 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE Note This changes the printer resolution for the whole system and remains so until it is changed again using the above procedure 6 Depending on the application your are using click
22. book prompts for a first name when none is entered However you are not obliged to enter one You can even create an empty contact for later completion 3 Enter any other user information You can enter as many as three fax numbers and three e mail addresses The Preferred Address field allows you to select the one that brightfax broadcast will use when several are specified Use the User Defined tab to enter additional information not defined by the fields available For example having type the company address in the Address fields you might wish to use the User Defined fields to enter a contact s personal address You can also enter a comment through this tab 4 Click OK Delete a contact Contacts ate listed as individuals and as group members Deleting an individual contact deletes that contact from any group they are members of CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE 1 In the phone book select the contact 2 Choose Edit Delete 3 Confirm deletion Edit a contact 1 Inthe phone book select the contact 2 Choose Edit Properties 3 Enter the changes to the contact s properties 4 Click OK Compact the database 1 Inthe phone book choose Edit Compact Database 2 Click OK Phone book groups A gtoup is composed of a number of individual contacts and optionally other groups By selecting a group when
23. entering sender and recipient billing information ete Installing the Outlook Add in also adds a New Fax button to the Outlook toolbar As described below users can then launch the fax composition form by making the usual menu selections or simply by clicking the button Forms for Microsoft Outlook and brightfax broadcast Power users sometimes require the still more extensive functionality of brightfax broadcast brightfax s main faxing interface When this is the case an administrator installs both the Outlook Add in and brightfax broadcast on the user s computer Then when the user clicks the New Fax button in Outlook brightfax broadcast replaces the fax composition form This chapter assumes that you do not have brightfax broadcast If you do see Chapter 5 Faxing with brightfax broadcast for complete information on using that module Fax with Forms for Microsoft Outlook Launch Outlook If the Outlook Add in was installed click New Fax If the Outlook Add in was not installed choose Tools Form Choose Form If necessary select the Organizational Forms Library Select brightfax Composition Form Note Other forms are displayed you can safely ignore them 3 There are two ways to address faxes enter an address manually or select a recipient from your list of contacts The first is to manually enter a fax number into the To field using the following syntax FAXsfax number for example FAX 1234567 Note The square brac
24. if the phone book is not displayed 2 Use Show names from the to display phone books the MAPI address book or any other address book available to you 3 Select the contact list displayed under the title of the address or phone book Addressing transmissions You can address a transmission manually or by selecting a recipient from one of your phone books Note If the phone book is not displayed on the right of the Brightfax broadcast interface choose View gt Phone Book Show Right Manually address a transmission 1 In brightfax broadcast type a name in the To field If desired type an entry in the Company field 2 Type a fax number or email address in the Destination field Only this entry is mandatory If desired type an entry in the Subject field 36 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE 3 Click E The recipient is copied to the list under Fax Recipients Select a recipient from a phone book 1 In brightfax broadcast choose View Phone Book Show Right if the phone book is not displayed on the right of the brightfax broadcast interface If necessary use Show names from the to select the correct contact list 2 Type a recipient s name or select a group or individual recipient from the contact list 3 Click 9 The recipient is copied to the list under Fax Recipients Select a recipient from a phone book
25. image quality to improve form and document identification recognition results and screen displays e Image Quality Control Image quality control provides unattended image quality checks to ensure that optimal images are always captured Inferior images are detected and routed for operator attended visual inspection Images that fail this inspection will be subject to the agreed rejection process e Recognition At the recognition stage both the form type auto liability or property and form version are identified Accurate recognition ensures the most effective OCR and rules processing e OCR Processing Multiple OCR engines provide post recognition processing The results from each are compared with each engine voting for its interpretation of each character from the image Preset confidence thresholds determine whether each character passes ot fails which determines whether the document is sent directly for rules processing or diverted for manual intervention e Manual Intervention Manual intervention only occurs if interpreted data fail to meet predefined confidence thresholds It includes a high speed data entry style interface for reject repair allowing operators to quickly key unrecognized characters and thereby correct errors If a field contains too many unrecognized or suspicious characters operators can be forced to key the entire field since this is usually more efficient e Rules Processing The rules processor interprets
26. in TIFF file brightfax broadcast generates when you transmit the document The original document remains unchanged Annotation types There are five types of annotations Text draws a text box on the currently displayed page Type the text immediately after drawing the box Text boxes can be resized by clicking them and dragging the handles Line draws a line on the page Rectangle draws a rectangle on the page Stamp displays a window through which you select a bitmap bmp file Select the bitmap file you wish and drag the cursor to form a rectangle The selected bitmap graphic is written to the page brightfax offers three bitmap images Approved For Your Approval and Please Sign and Return You can use any others available Like any annotation bitmap stamps can be selected and resized Highlighter draws a rectangular yellow colored rubber band Use it to highlight important text Handling Annotations Show and hide annotations 1 In brightfax broadcast choose Annotation Show Annotation to toggle the display of annotations Add annotations 1 In brightfax broadcast choose Annotation Add Text Line Rectangle or Highlighter 2 Position the cursor at the desired starting point TT CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE 3 Drag the cursor to the desired end point and release the mouse If you drew a text box
27. or parses the OCR data applying cattier specific business rules and ensuring the data are correctly formatted The rules processor will also analyze the data to ensure they are complete Incomplete files are sent along with the imaged document and error message to the appropriate email address e Data Export Complete data files are linked with the relevant images and control files before being exported to carrier specifications CRC can push to a carrier designated server or email address or the carrier can pull files from an CRC FTP server ClaimsNow Integrated Enhancements ClaimsNow meets all of the requirements specified by claims related interests However we believe that a true industry targeted solution is immensely superior to a generic offering With this philosophy in mind we have developed a number of capabilities specific to the insurance industry that we believe will enhance the functionality of ClaamsNow M for FFIC In addition to our standard features CRC welcomes the opportunity to discuss the feasibility of deploying these advanced features as enhancements to our base offering 93 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE e Online Audit and Archive Tools Once the fax to data transformation is complete easy access to records needs to be provided across the entire organization Online audit and archive tools give cartie
28. path gt path_filename lt path gt lt coversheet gt Note Please note that the lt raster options gt tag can be used only with txt files and no others Please take particular note of the lt raster options gt tags As indicated a font must be specified in the following syntax lt font value font_name gt The quotation marks are required This syntax must be used for all lt raster option gt tags Note also that the measurement units specified with the margins tag lt top gt lt bottom gt lt left gt and lt right gt are a group If any one is specified all must be specified CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE lt attachment list gt lt document gt lt file name gt path_filename lt file name gt lt raster options gt lt font value font_name gt lt font size value font_size gt lt spacing value charactet_spacing orientation value portrait landscape code page number value code page number word wrap value yes no lt horizontal align value right center left gt lt vertical align value bottom centet top gt paper size value letter legal A3 A4 B4 gt lt page break value ASCII_page_break_charactet gt margins untt in cm gt top value n gt bottom value n gt lett value n gt right value n gt lt margins gt
29. processed Having written the XML file the user copies it to the To Convert folder where it is processed by the XML gateway service Broadcasts to more than one recipient require copying the recipient lt recipient gt information within the lt recipient list gt tags You need only copy the tags you wish to apply However the lt fax gt tag is mandatory Note The XML gateway cannot be used to send to email addresses The email tag is always informational 82 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE 83 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE XML tags and syntax XML syntax consists of a series of beginning and ending tags that refer to a particular operation of a patticular category of information for example the list of recipients transmission options the list of documents to be faxed Nested between these higher level tags are tags that indicate exact information For example with the tags that indicate the list of recipients there are tags that specify the recipient s name the recipient s fax number the recipient s address etc The highest level tag lt FaxJobs gt opens and closes the XML file lt DOCTYPE FaxData SYSTEM C Program Files brighttax Config XMLGateway XMLGate Way dtd gt lt FaxJobs gt lt
30. recipient tag which can be repeated contains a single recipient with such information as the mandatory fax number first and last names company and address and billing codes etc As stated only the lt fax gt lt fax gt tag is mandatory lt recipient list gt lt recipient gt lt fax gt fax_number lt fax gt lt title gt title lt title gt lt first name gt first_name lt first name gt lt last name gt last_name lt last name gt lt company gt company lt company gt lt Address gt lt street gt street_address lt stteet gt lt city gt city lt city gt lt state gt state lt state gt lt country gt countty lt country gt lt zip code gt zip_code lt zip code gt 85 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE lt Address gt lt phone gt phone_number lt phone gt lt pager gt pager_number lt pager gt lt cellular gt cell_number lt cellular gt lt email gt email_address lt email gt lt billing code gt billing_code lt billing code gt lt sub billing code gt sub_billing_code lt sub billing code gt lt user detfined 1 gt user_information lt user detined 1 gt lt user defined 2 gt user_intotmation lt user defined 2 gt user defined 3 user i nformat on user defined 3 lt user defined 4 gt user_intormation lt user defined 4 gt lt tecipient gt lt recipient list gt Processing options tags
31. resolution 1 In the cover sheet editor create or open the desired cover sheet Click File Save As 3 In the Save As dialog that appears select the preferred resolution in the Resolution scroll box at the bottom Available choices are Low resolution 200x100 High resolution 200x200 Fine resolution 300x300 or Ultra Fine resolution 400x400 4 Specify a new File name Note The resolution is embedded in the cover sheet definition Therefore if you want to use a cover sheet with various resolutions you must save each instance under a different name 5 Click Save Adding and editing items Items such as text graphics and variables can also be added to the cover sheet Add text Text formatting includes bold italic and underline typeface and size flush left flush right and centered Click a Draw a text box Type the text Click outside the text box S a PS Note When any text box is selected toggles the display of the text Add lines and shapes 1 Click amp to add a line to add a rectangle or square to add a rectangle or square with rounded corners e 2 Draga box at the location you want the object to appear 3 Release the mouse button to add a circle or ellipse 70 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE Add a polygon Click S to add a polygon Position the cursor Click once an
32. the Print button or exit the printer properties dialog and select File Print or click the Fax Print button in Microsoft Word to use Mail Merge Note When using brighttax as the printer if the printer driver default resolution is higher than the maximum resolution allowed by the user profile Brightfax broadcast rejects the rasterized file pops up a warning for the user and stays open When using brightfax Prinfl oMail if the printer driver default resolution is higher than the maximum resolution allowed by the user profile you will receive a failure notification 1 Ifthe printer properties appears again click OK to close it as the properties are already set 2 If you selected brightfax as the printer or you are using Mail Merge log on and terminate the fax composition in the automatically opened brightfax broadcast OR If you selected brightfax PrintToMail and are not using Mail Merge terminate the fax composition in the automatically opened Microsoft Outlook 3 Click the Send button in either application to send the fax If using Outlook you should receive a success notification if all goes well Mail Merge for Word Mail Merge for Microsoft Word enables you to merge a main document and a data source written in Word and to fax the main document to all recipients recorded in the datasource Note You should speak to your system administrator if Mail Merge for Microsoft Word is not installed on your computer The
33. typed directly into the manual addressing fields 31 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE The Thumbnail View displays successively a reduced image of each page of the fax The default reduction is 13 per cent of the original A scrollbar enables you to view any page You can also widen the Thumbnail View itself Selecting a page in the Thumbnail View displays that page in the Fax Preview The Thumbnail View also makes it possible to reorder and delete pages from the fax you are composing The Fax Preview displays a single page of the fax at a time The default size is 100 per cent of the original It is here that you add annotations to a fax before sending it Annotations can include text highlight bitmap images and shapes like lines squares circles etc brightfax broadcast also provides the means to select a profile a cover sheet to display a contact list of potential fax recipients from one of several phone available to you You can alter transmissions settings modify your sender and recipient information and change the interface to suit your requirements The Default brightfax broadcast Interface Menus and toolbats aside the default interface after initial installation is divided into fout main areas ot panes The Manual Addressing Fields To Company Destination and Subject allow you to type recipient information directly
34. 89921 state Wyoming sbc Account 5506 JJ 22 Cover Sheet Placeholder Address Cellular City Company Country Salutation E Mail Address First Name Job Title Last Name Pager Number Phone Number State Sub Billing Code CHARLES RIVER CONSULTANTS E SYN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE zipcode value zipcode 123233 Zip Code Change the Sender Information Sender information includes such things as your name and job title your contact numbers and e mail address your company and its address etc The exact information is entered by your Microsoft Exchange administrator By default that is the sender information that accompanies the faxes you send If the brightfax administrator grants you the right you can change the sender information 1 Open the fax composition form 2 Select the Sender Information tab 3 Select the Use this information option Note This option cannot be selected if your administrator has denied you the right to change sender information Any information displayed in the fields was entered in the profile assigned to you by the brightfax administrator Given the right which is the default you can change any entry you wish The entries you make here appear in the cover sheet sent with your fax Please note that the variables in a cover sheet must correspond to the fields in the Sender Information form That is some
35. CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE Update an object 1 Select an object Choose Edit application type Object This menu selection is the last in the Edit menu Its exact name will change according to the type of object selected If a bitmap image is selected for example the menu selection will be Bitmap Image Object If the object selected is linked to the cover sheet the work Linked will appear before the name of the application type Choose Edit to launch the original application inside the cover sheet editor Alternatively choose Open to launch the original application as an independent program If the object is linked to the cover sheet the application is always launched as an independent program Make whatever updates you need When finished click outside the application if you launched the application inside the cover sheet editor When finished save your changes and choose File Exit in the application if you launched the application as an independent program Update a linked object in a cover sheet The following is an alternative method of updating linked objects PHN Select a linked object Choose Edit Links Choose Open Source The original application is launched as an independent program Make whatever changes you need If necessary use Cancel to cancel an unwanted operation 5 Choose File Save in the application
36. Fax Preview remain CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE e In brightfax broadcast choose View Full Preview or click B The same steps restore the default interface canceling Full Preview Cancel addressing fields display e In brightfax broadcast click above the fax recipients list The display of the manual addressing fields is canceled and the fax recipient list is expanded Click to restore the manual addressing fields 43 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE Chapter 6 Fax Utilities in brightfax brightfax makes available several utilities that allow you to send transmissions without using brightfax broadcast the email gateways or the Forms Microsoft Outlook This chapter details those functions and utilities Fax from Windows Applications If brightfax broadcast is installed on your computer you can fax from any Windows application that is also installed on your system Note Microsoft Word is the program used to describe faxing from Windows applications However you can perform the same faxing operations from any Windows application with print capabilities Oo No 6 d Create or open the document you want to fax in Microsoft Wotd Choose File Print Use Name to choose brightfax You can specify any page range
37. Q ex E x lal JO search She Favorites media eco z zz Ww x Address http 192 168 10 88 xmedius Folders jsp folderIndex O8pageNumber 1 doo Links tswamy eventra com Inbound History Outbound Histor Outgoing Queue Refresh Logout There are 21 fax es in this folder E an an sj Hit results 1 to 21 Q Tuesday February 10 2004 6 43 16 PM 65 2036013126 E Sync Networks Inc Q Tuesday February 10 2004 6 14 12 PM 53 2036013126 E Sync Networks Inc Q Tuesday February 10 2004 6 11 23 PM 49 2036013126 E Sync Networks Inc e Tuesday February 10 2004 6 07 22 PM az 2036013126 E Sync Networks Inc Q Tuesday February 10 2004 5 55 26 PM 46 2036013126 E Sync Networks Inc QQ tuesday February 10 2004 7 48 25 AM a4 1002 E Sync Networks Inc Cl Tuesday February 10 2004 2 54 35 AM 44 1002 E Sync Networks Inc eu Monday February 09 2004 7 16 31 PM a5 1002 E Sync Networks Inc Q Monday February 09 2004 5 23 04 AM 46 4652346565 E Sync Networks Inc Q Monday February 09 2004 5 21 04 AM az 4652346565 E Sync Networks Inc Q Monday February 09 2004 4 49 21 AM 46 2038800370 E Sync Networks Inc e Friday February 06 2004 4 03 27 PM 50 2036013126 E Sync Networks Inc Q Friday February 06 2004 7 01 53 AM 46 8666557315 E Sync Networks Inc eu Friday February 06 2004 4 36 00 AM 148 2038800370 E Sync Networks Inc Q Friday February 06 2004 4 19 42 AM 49 2038800370 E S
38. RC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE e Choose View gt Toolbars gt Text Attributes Toolbar To toggle the display of the status bar e Choose View gt Status Bar To toggle the display of the grid e Choose View gt Grid Change cover sheet zoom settings Cover sheet zoom settings are available in magnifications of 200 100 50 and 25 per cent The default is 100 per cent To select a higher zoom setting e Choose View gt Zoom Settings gt Zoom In To select a lower zoom setting e Choose View gt Zoom Settings gt Zoom Out To select zoom setting e Choose View gt Zoom Settings gt n Change cover sheet page display To view the entire page e Choose View gt Zoom Settings gt Fit Entire Page To fit page width e Choose View gt Zoom Settings gt Fit Page Width To fit page height e Choose View gt Zoom Settings gt Fit Page Height Change cover sheet page size Users can select Letter Legal A3 B3 and A4 page sizes You can also display page size in inches pixels or millimeters 1 In the cover sheet editor choose Settings Page Setup Select a measure if required Select a measure of inches pixels or millimeters if required 2 Select a paper size CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE Set the cover sheet resolution To save a cover sheet with a specific
39. Within the lt processing options gt lt processing options gt tags appear three tags specifying user information The processing options sub section is not mandatory It is used when you wish to override the default setting that directs the XML gateway to the default profile By entering a defined user you here direct the XML gateway to that user s brightfax profile If the lt user gt tag is specified the lt password gt tag must also be specified The lt delete input files gt tag deletes the original files specified as attachments If the option is not used files are not deleted that is the default is NO Sender information tags The lt sender info gt lt sender info gt tag specifies sender information When a cover sheet is used with the corresponding sender vatiables the information specified here is applied to the cover sheet By default the XML gateway uses the default brightfax profile Alternatively if a user is specified through the XML lt user gt tags the gateway will use the profile associated with that user lt processing options gt lt user gt user_name lt user gt lt password gt password lt password gt lt delete input files gt yes no delete input files lt ptocessing options gt sender info lt title gt title lt title gt lt first name gt first_name lt fitst name gt lt ast name gt last_name lt last name gt lt company gt company lt company gt lt address gt lt street
40. ample you might delay transmission by instructing brightfax to send the fax at a later time of day Or perhaps a fax machine has returned a busy signal and the fax remains in the queue until brightfax issues a retry You can display all or a specific selection of faxes by using the search bar at the top of the browser Leaving the fields of the search bar empty will result in all of the queued faxes being displayed 53 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE Z MailFAX Plus Folder Microsoft Internet Explorer File Edit View Favorites Tools Help Qs Q x a os Search Sie Favorites Media 2 e E ind 33 Address 4 amp http j 192 168 10 88 xmedius Folders jsp FolderIndex 28pageNumber 1 E mE i tswamy eventra com Outgoing Queue There are 0 fax es in this folder Lasta Months wj a w No matches were found or there s no fax in this folder In the first field of the search bat you can enter a keyword to search for The search can be performed in any or all of the fields relative to the fax depending on which you choose with the Options button The available checkboxes are e Destination e Transaction ID You may check one or both of these fields You can also specify if you want to view all the faxes containing the keyword and queued at any time or within a certain time range Clicking the arrow button at the
41. and Close 17 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE Create a distribution list of contacts Select New Distribution List and click OK 6 AD NS Launch Outlook Choose Tools Address Book Click i Select new distribution list and click OK Enter the name of the contact list in the Name field Use Select Members to add existing contacts Note You cannot use Add New to add new contacts because there is no means to enter a valid fax number Te Click Save and Close Send a TIFF file using brightfax PrintToMail The brightfax PrintToMail printer driver converts documents generated by third party applications to the TIFF format and launches your default e mail software with the file included as an attachment A cover sheet if you include one is treated like any other attachment Note Your recipient must have a viewer that displays TIFF files Send a TIFF file 1 Launch an application like Microsoft Word and write the document you want to fax 2 Choose File Print 3 Select the brightfax PrintToMail printer 4 Print the document e If the Forms for Outlook are not installed Outlook s standard message window appears and the Word document is included as an attachment in TIFF format If the Forms for Outlook are installed the brightfax Composition Form is launched and the Word document is included as
42. avevera bavtiaviecesesedecusocsdecudesndesecussabsaverabostiavetasdavacaeels 59 Delete a COMtAact P 59 Edita wuerde 60 Sonde 60 nEr 60 PARE Ero M M 60 IDelete acetoUps um dentodemdtdu didtur aeta aite iesdeedeta nias etia ie Herve 60 Add Tew contact to PEOUD ciere territi etie E b Ie ose Eee PEE hed HTC REFERRE AE SEGA 61 Add existing contact group FO a BEOUD Gib cn E GANE GNO ERU ME CANUUN GRASSES GANE KA DU DD VES 61 Delete a contact group from DEOS do bie danti det E penu DH npe tota 61 Phone book searches ccccccsssscessssssessssesssscessceeesssscsscccesceessssccsssceesaecesssscseesaeessssessssceesaaeeseees 61 Find A CONA MN d 61 Usc advanced isr EEEE R R EA EE hanes eee 62 a z CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE Phone book display sccccesssssscesscrscsscnscssesseseesenseeeesesseesesessceseseesseeessesseesenseesessessesessensee anes 62 Ad a column beaditipi hee regeret peii lptiren p tore e ert a dete eoe ie toS EP 62 Delete a column headien isiin 63 Importing an external data source seesseeesseeee eese e eene nennen nennen nenne nnne trennt nnne 63 ixtetinal data SOURCES MR daristsnsdees 63 Itiportan external data SoUfCe ii suscacecsssstdeucteasdvacaseAdvas
43. ax Choose File Print Select the brightfax PrintToMail printer Prnt the document The brightfax Composition Form is launched and the Word document is included as an attachment in TIFF format You can address the message as an email message or as a fax Click the Delivery Options tab Check the Use these options box Choose the sending resolution using the Resolution selection box Possible values are Low High Fine and Ultra Fine 10 Terminate the fax composition and setting selection 11 Send the message Chapter 3 Faxing with Forms for Microsoft Outlook Depending on yout configuration brightfax allows you to fax e From Microsoft Outlook e From the Forms for Microsoft Outlook e From brightfax PrintToMail e From brightfax broadcast Because your administrator may not have installed every package available consult the appropriate chapter for details 19 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE The Forms for Microsoft Outlook lets Outlook users send and recetve fax messages through Outlook Incoming faxes ate received in your Inbox and are handled exactly as incoming e mail Plain text HTML and RTF formats are supported Fax Status Icons distinguish the various statuses of the faxes you send and receive Note The broader features of Forms for Microsoft Outlook include profiles and cover sheets the capability of
44. ax PrintToMail The brightfax PrintToMail printer driver converts documents generated by third party applications to the TIFF format and launches your default e mail software with the file included as an attachment A cover sheet if you include one is treated like any other attachment Note Your recipient must have a viewer that displays TIFF files Send a TIFF file 24 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE 1 2 3 4 nu Launch an application like Microsoft Word and write the document you want to fax Choose File Print Select the brightfax PrintToMail printer Print the document The Forms for Microsoft Outlook window is launched and the Word document is included as an attachment in TIFF format You can address the message as an email message or as a fax Terminate the fax composition and setting selection Send the message Send a TIFF file with a specific resolution Te 9d Em PND 9 10 Launch an application like Microsoft Wotd and wtite the document you want to fax Choose File Print Select the brightfax PrintToMail printer Prnt the document The brightfax Composition Form is launched and the Word document is included as an attachment in TIFF format You can address the message as an email message or as a fax Click the Delivery Options tab Check the Use these options box Choose the sending re
45. brightfax brightfax user guide HARES Rives Charles River Consultants Inc CaNnSULTANTS 331 E 50th Street E SYN CGnetworks New York NY USA 10022 Phone 888 339 0000 CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE brightfax software and documentation 1995 2004 by Charles River Consultants Inc 331 E 50th Street New York NY USA 10022 Phone 888 339 0000 http www cre net Charles River Consultants reserves the right to make changes and alterations to its software and documentation without prior notification Although every attempt has been made to accurately document brightfax Charles River Consultants does not guarantee that documentation is without error or omission Charles River Consultants is not responsible for any loss of data that may occur during the operation of its software Nor does Charles River Consultants recognize any liability that such losses may occasion No part of this publication may be reproduced or altered by any means whatever manual or electronic without the prior written consent of Charles River Consultants Inc brightfax is a trademark of Charles River Consultants Inc All other trademarks brand names or product names are the property trademarks or registered trademarks of their rightful owners References to other products or software imply no warranty of brightfax Plus software by the manufacturers of those products and softwate C
46. cast choose Tools brightfax Phone Book The default phone book or the phone book you last opened is automatically selected Also selected automatically is the default contact list or the contact list you last chose in the phone book The File menu New allows you to create a new phone book a new contact list within an existing phone book a new contact in a contact list and a new group of contacts e Open allows you to open an existing phone book a contact list or a public phone book if one exists e Save As saves a newly created phone book e Import imports data from an external data source CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE e Link links a phone book to an external data source e Link Fields allows you to update the links that match the fields of an external data source to the phone book s internal fields e Exit closes the phone book The Edit menu e Properties displays the properties of a selected contact or group e Delete deletes a selected contact or group You can also delete a contact list e Select All selects all contacts in the currently displayed contact list The View menu e Display Name switches the order in which names are displayed You can choose First Name Last Name Last Name First Name or Last Name First Name e Toolbar displays or hides the toolbar at the top of the phone book window e Statu
47. checkmark appears beside it when it is visible Phone Book displays a submenu whose selections display of a phone book on the right or left of the interface Full Preview if selected displays only the thumbnails and fax preview The display of the manual addressing fields the fax recipient list and the contact information is suspended Deselecting Full Preview redisplays that information in the brightfax broadcast window Options displays a window that toggles the display of names from the phone books available These include the brightfax and MAPI phone books The Thumbnail menu Delete removes pages selected in the thumbnail view from your fax Move offers menu selections that move the selected page up one page down one page to the first page after a cover sheet or the last page of the fax Page numbering is automatically adjusted Mark As Do Not Send instructs brightfax broadcast to exclude the page selected in the thumbnail view when you transmit the fax Mark As Send restores an excluded page Zoom increases or decreases the magnification of pages in the thumbnail view The Preview menu First Page lets you view the first page of your fax Previous Page ets you view the previous page of your fax Next Page lets you view the next page of your fax Last Page lets you view the last page of your fax Best Fit displays the page at the magnification that best fits the preview window Fit to Width displays the page at the maxi
48. choose not to install the TIFF viewer If you do not have the TIFF viewer you can use Windows Imaging Preview to view your incoming faxes Note These tools might not be installed on your computer If you are using Outlook or the Forms for Outlook your administrator might decide not to install the TIFF Viewer brightfax Printer Driver e The printer driver is automatically added to the list of available printers during client installation Users can send faxes from third party applications like Word WordPerfect Excel or Quattro Pro etc by selecting the brightfax printer driver after using the application s Print command Executing the Print command launches brightfax broadcast with the document included as a fax The fax can then be addressed and sent brightfax PrintToMail Printer Driver e The brightfax PrintToMail printer driver provides a means of emailing a file from a third party application When writing a document in a third party application like Microsoft Word the user prints and selects the brightfax PrintToMail printer When the print operation is executed the user s default email software is launched with the document attached as a TIFF fax image file The user can then address and send the file as they would any other email message e The recipient requires software capable of displaying a multi page TIFF file e g Microsoft Imaging for Windows 13 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC
49. click Finish You are then automatically logged into brightfax broadcast Subsequent brightfax broadcast sessions will use the same settings If at any time you wish to modify these connection properties select File Connection Settings and perform the above procedure Fax from brightfax broadcast Launch brightfax broadcast If desired select a cover sheet Insert one or more documents If desired reorder cancel or delete fax pages If desired add annotations in Fax Preview 3 Manually address the transmission or select one or more recipients from the contact list You can select a different contact list to select other recipients Make whatever modifications or additions you require to the sender information Make whatever modifications or additions you require to the fax recipient information If required change the transmission settings 4 Choose File Send or click Send to transmit immediately and close brightfax broadcast 5 Choose File Send without Closing if you wish to compose another transmission Ne Send a fax with a specific resolution To send a fax with a specific resolution 1 Choose Edit Printer Properties 2 Click the Paper Quality tab 3 Click on the Advanced button 4 Set the printer driver s resolution in the Graphic Print Qualityfield Choices are Low 200x100 High 200x200 Fine 300x300 or Ultra Fine 400x400 If the printer driver default resolution is higher than the maximum resoluti
50. commodates a single default cover sheet but also allows you to make additional cover sheets available as alternatives Specifying server with the type tag and specifying the name of an alternative cover sheet with the lt path gt tag indicates that you wish to use one of the alternative cover sheets already added to the profile Please note that only the display name is specified in the lt path gt tag There is no need to indicate a path Specifying local with the lt type gt tag and indicating a path and filename with the path tag directs the XML gateway to a cover sheet available in the network The cse file can reside on any computer accessible to brightfax Specifying local with the lt type gt tag and indicating only a filename with the lt path gt tag directs the XML gateway to search the To Convert folder for the cover sheet file Attachment tags Attachment tags specify the files to be included as attachments as well as options that control rasterization options for txt files The lt document gt lt document gt tag contains the file name and the rasterization options The tag can be repeated to specify more than one document in the XML file Nested in the lt document gt tag the lt file name gt tag specifies the path and the filename of the document to be faxed File types specified must be those supported by the rasterization server lt coversheet gt lt type gt default local none server lt type gt lt
51. cover sheets may include variables for the name and address of a company while others include only the sender s name email address and phone number If you are using a cover sheet in the second category the company information you enter here will not appear in the cover sheet Change the Delivery Options Your administrator sets delivery options in a profile that is assigned to you If the administrator grants you the right you can change the delivery options 1 Open the fax composition form 2 Select the Delivery Options tab 3 Select the Use these options option Note This option cannot be selected if your administrator has denied you the right to change delivery options Priority indicates whose faxes have a higher or lower priority Values are High Normal and Low Retries receives the number of times brightfax tries to establish a connection A default can be set by the administrator The minimum is zero the maximum 99 however you cannot exceed the default set by the administrator in your profile 23 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE Resolution specifies the desired resolution at which the fax will be sent The attachment s that must be sent need not be attached yet Possible values are Low High Fine and Ultra Fine Note The value by default in this field is the default resolution value specified in the user pro
52. d first and last names The title will appear as a salutation in the fax Additional information can be entered clicking the User Defined tab Four user defined fields and a comment field are provided Open a phone book 1 In the phone book choose File Open gt Phone Book 2 Select the phone book 3 Click OK Add a phone book 1 Inthe phone book choose File New Phone Book 2 Type a name The xmc extension is automatically appended CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE 3 Click Save You can populate the default contact list with contacts and optionally with groups Add a contact list 1 In the phone book choose File New Contact List 2 Type a name 3 Click OK Delete a contact list 1 Inthe phone book choose Tools Contact List Management 2 Select the contact list 3 Click Delete 4 Confirm deletion 5 Click Close Rename a contact list 1 Inthe phone book choose Tools Contact List Management 2 Select the contact list 3 Click Rename and type the new name 4 Click Close Add a contact 1 In the phone book choose File New Contact 2 Click Full Name to select a salutation and to enter a first and last name or position the cursor in the field and type the first and last name without a salutation No field in the contact information is mandatory The phone
53. d move the cursor to the next corner Repeat step 2 as often as required Double click to cancel polygon entry ONS Add variables Chose Variables Choose a General a Sender or a Receiver variable Drag a box at the location you want the variable to appear Release the mouse button FONE Edit an item in a cover sheet 1 Select the item 2 Choose Edit Cut to remove the item to the clipboard e Choose Edit Copy to copy the item to the clipboard e Choose Edit Paste to paste the item from the clipboard to the cover sheet 3 If necessary use Edit Undo to undo an unwanted change Delete an item from a cover sheet 1 Select the item 2 Choose Edit Delete Cover sheet variables There are three categories of variables used in cover sheet General Sender and Receiver These variables are automatically filled in by brightfax at the time of your fax transmission General variables include e Time Date Number of Pages Subject Commentary API tag API tag 2 Sender variables include 71 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE e Dear Display Name First Name Last Name Company Title Street City State Country Zip Code Phone Fax Cellular Pager E Mail Billing Code Sub Billing Code Sender information is defined in the fax sender s information property Recipient variables that is variabl
54. d object directly break the link and change the object Breaking the link embeds the object Changing the object links to another object Editing and converting objects When an object created by another application is selected in the cover sheet editor you can edit it by launching the application that created it If the object was imported the application can be launched within the cover sheet editor or as an independent program If the object was linked the application is always launched as an independent application If the formats are supported you can also convert the object to another format Add an object Choose Edit Insert New Object or click e 2 Select the Create from File option If necessary click Browse to navigate to the file Select the Display as Icon option if you wish the object to appear as an icon in the cover sheet 3 Select the file and click Open 4 Click OK brightfax imports the object into the cover sheet It may be necessary to move the object or to change its size Create an object 1 Choose Edit Insert New Object or click aj 73 CHARLES RIVER CONSULTANTS E SYN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE 2 Select the Create from File option The cover sheet editor lets you choose the application you wish to use and to indicate if you are creating a new object or adding an existing one 3 Select the Create New option
55. ds ready to assist your operations staff with resends and recipient support e ClaimsNow M as a Virtual Printer Fax is a powerful electronic medium because it is almost universally available However fax does have many limitations and other technology strategies are cleatly superior if adoption can be attained Most agents use an agency management system to in order to generate claims forms These systems typically have the capability to print locally and fax remotely CRC could provide agents with a proprietary print driver that would enable any agency management system to see our ClaimsNow server as simply a remotely connected printer When the agency management system is instructed to print ClaimsNow could directly capture the resulting print stream thereby capturing the entire set of related data ClaimsNow helps insurance companies dramatically reduce the cycle times of their claims processing thereby lowering total costs while improving efficiency and customer satisfaction The service speeds the delivery of claims forms and supporting documentation such as claims forms police reports and legal documents from agents in the field to the insurance carriers for processing CRC Offers the WriteNow Solution 94 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE WriteNow is an easily used Web based system that allows insurance agents t
56. e When agents fax forms to a dedicated toll free number ClaimsNow uses proprietary technology to convert the forms into an electronic file in a machine readable format ClaimsNow then automatically routes the resulting file and its associated data to the appropriate personnel at the carrier By converting the forms from paper into an electronic file ClaimsNow ensures that files are delivered faster and are easier to read and store Process Breakdown Agents fax forms to a single toll free fax mailbox After conversion into a TIFF image each document is separated and assigned a unique control file Control files contain a comprehensive date time stamped processing history Control files also ensure that every data file is linked with the appropriate imaged document Furthermore the ClaimsNow solution can be constantly refined by new rules and processes as they are identified through analyzing mission critical data The next phase involves checking and enhancing the quality of each imaged document Forms that fail to meet the requirements for accurate processing are subject to a predefined rejection procedure The final step before processing is document recognition Recognizing the Form type and version is key to rapid and accurate OCR processing If the OCR output satisfies preset confidence levels the data is sent for automatic form specific rules processing At this stage the OCR output is formatted to meet the requirements o
57. e arrow button at the right of the second field of the search bar will give you the following selection of time ranges e All e ast6 Hours 52 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE e Last 12 Hours e Last 24 Hours e last Month e Last 3 Months e Custom Check the box beside the desired time range and click the OK button or click the Cancel button to exit with the current selection Selecting Custom opens a dialog box where you can specify a range of dates only by checking the Use Date Only box and choosing your begin and end date approptiately If the box is unchecked you must also specify a start time on the begin date and a finish time on the end date Finally you can also indicate if you want to view the status of all the faxes only the sent ones or only the failed ones To do this click the arrow at the right of the third field in the search bar and select either of the following e All e Sent Received e Failed The Resubmit button immediately resubmits the fax to the same destination the Resubmit To button prompts you to enter a new fax number as the destination and click on the Resubmit Now button Clicking on any fax entry will display the content of the fax in the browser window Viewing the Outgoing Faxes The Outgoing Queue tab displays the status of faxes that are currently being sent or waiting to be sent For ex
58. ecsddersevetlerssnetdensbonddsssscescorsdensssnioegdionsansisbesbonsvetietes 63 Linking toan extetnal data SOUtCE iiisiisi ee tnt titres tnt trio ttt ttbi pano hito dete ia bst piste bei t Feet tasa pio 64 CHAPTER 9 MANAGING COVER SHEETS eese enne enne nnne 66 Launch the Cover Sheet Editor ccccccsssssseesssesesssseeseeesssscceeseeeessssesssceeseeessssessscceesseessssees 66 The Pile meh ee ris tien hepatitis iicet E EIN ERI DeEeI 67 The Edit MERU 67 Ehe View Menu sessies meta aene ei tii NH aeree 68 The Variables Menu eed itr RH RINT eer Efe Dre ae IR Det MI tere IER REIHE RSS 68 The Settings MENU M M 68 The Refresh sm tao 68 Creating a Cover SHEC8 68 Configuring a cover SHECt cccccsseresscrsccsessnscesesseeeceesseesesesseesessensesessenseesesseesessessesesseneeeess 68 Change covet shest display SetElfips use cemere trerest erit reget E CNR 68 Change Cover sheet ZOOM SECUNGS 69 Change cover Sheet page display vcsacesccsssceiestastisecesstesecassdedesbeadeandbssdocestantbandtossrsscosestsnibeateoearssdanedeanibenctocands 69 Chanige Cover Sheet pape E 69 Set the cover sheet tesolutlonu eedem pine a ter eo ere i ees aerea 70 Adding and editing iteMms ccsssccsssseesssecessseenseessnenssesensseeessanenesseensneeeesaueessesenssesenasensneeeess 70 DE qp
59. elds in the profile Billing codes A billing code can be specified directly in the XML file A billing code must be specified if the administrator has instructed brightfax to require a billing code The billing code must exist in the billing code group if the administrator has instructed brightfax to validate billing codes Subject tag The lt subject gt lt subject gt tag allows you to enter a subject This subject appears in all faxes sent using the XML file XML file tag Profile field lt company gt Company 87 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE street Address lt city gt City lt state gt State lt country gt Country xi code Zip XML file tag Profile field lt phone gt Phone lt fax gt Fax subject subject subject Comment tag The comment lt comment gt tag allows you to enter a comment The comment appears in the cover sheet which of coutse must be specified if the comment is to be received And of coutse if the comment contains the entire message there is no need to specify attachment files Transmission settings tags Transmission settings include the number of retries fax priority notification options the recipient of the notification and the gateway to be used These settings must be entered as a group that is if any one is to be specified all must be specified Transmission set
60. en this is the case you can write an XML file yourself using any text editor and place the file in the To Convert folder This chapter explains how such a file is written Note By default the XML gateway requires user authentication a userlD and password to successfully send faxes If you are to use XML files to send faxes from the To Convert folder your administrator must provide you with a user profile that overrides this default canceling the gateway s requirement for user authentication A second folder brightfax To Convert Failed stores a copy of the XML file if a transmission fails Should a duplicate file name be copied to the Failed folder brightfax will automatically rename the file xmlzwmbertmp where number is a number begun at one an automatically incremented by one Note The Failed folder is created only when a failure first occurs Details of the transitions are recorded in the Fax Archive database and a log file Xmlgateway log records fax events Xmlgateway log resides in the Trace folder A basic XML fie XMLGatewayExamplexml is provided in the brightfax Config XMLGateway folder You can use this file to write an XML file A document type definition file also resides in the same folder This second file named XMLGateway dtd specifies the syntax that the XML gateway file must conform to The document type definition file must not be altered or deleted XML gateway files that do not conform to the syntax cannot be
61. er cent of their size The degree of reduction can be changed in stepped values from 13 to 75 per cent by using the pull down list to the immediate right of the Thumbnail toggle button About saving TIFF files The faxes you access through the manager are actually stored in a database on the computer that acts as the server in the network However the viewer lets you save a local copy If you have made modifications to a fax for example by adding annotations you may wish to save a local copy on your computer s hard drive leaving the original unmodified Save a local copy 1 Launch the viewer and open a TIFF file or double click on a fax in the manager Add any annotations you wish 2 Choose File Save Copy As Enter the name of yout file The tif extension is automatically applied 4 Click Save 9 81 CHARLES RIVER CONSULTANTS E SYN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE Chapter 12 The XML Gateway The XML gateway is a means to automate fax broadcasts by means of an XML file The file is placed in the brightfax To Convert folder This folder is periodically and automatically examined by the XML gateway service which processes the file it encounters When processed the XML file is immediately deleted An administrator might make the To Convert folder available to you either through a network connection or by means of File Transfer Protocol FTP software Wh
62. er nite eiie tipo tip etre rone esegue vene erede Piera TI GRECE IL 77 Adda bitmap bmp annotation oce rr ERR THESE UK CHR sounds CERE U Rua Era IRE 78 Delete anianmo tation EI 78 Move and t size annotations ederent P E EEEE ERE RS ee eR ee besito MR PIER 78 Edit textiannotatOns ss P 78 bottmat ANNO PAN OMS noinen neen anae Attach anes tases ceased uM II MEM LIU ened 78 CHAPTER 11 VIEWING YOUR FAXEG cccscccssssessessesesseeseseessseesesseeseneesseseesssseeseneeens 79 Launch the al rs 79 The File Gnu E 79 The View TIA SEU Sco t5c5 dsescahedsahtscddsastonspaetbeagdsedseuedsedpspideestouestasdesadvesseustasseacauecteGiestiaabedsesanssassstasdsencasaieenents 79 The Pase MeNi oen onon eua OI HACER UTER AT E E A ETT 79 KZ nwuri 80 Open a fax in the 80 E Mail a fax through the Viewel cccccssssscscsssssesscssceesscscssesseeeesenscesessesceeesessesessnseeseseenseees 80 Print a fax from the viewer ccccssccssssssssssscesssssesssceesseeesssscesscceeseeeessssessccesssssesssseeseeesssseeeeees 81 Managing viewer display settings ccsscccsssssscsesscrsccesscrseesseessesseeeeeesseesesseseeseseeseeeesenseenes 81 About saving TIFF files c ees 81 Save a local COPY nu 81
63. es For example a fax machine might return a busy signal Your fax will be listed in the web status page as waiting for retry If you are using your email software to send faxes notifications ate sent to you when you send a fax Notification will inform you whether your fax was successful or failed The Fax status page lists what has happened between the time you clicked Send and the time you received the notification brightfax Tools Other brightfax tools include the following Cover Sheet Editor e Administrators and users use the cover sheet editor to compose fax cover sheets to be used when faxing A selection of preformatted cover sheets is provided Variables that are resolved when the fax is sent can be added to any covetsheet to include such information as sender name company name and address telephone and fax numbers etc 12 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE e By default the cover sheet editor is not installed with the brightfax Client It is possible therefore that you will not have access to it Phone Book e The phone book allows you to organize and group fax recipients for easy selection in brightfax broadcast Any number of phone books can be created However an administrator can choose not to install a phone book TIFF Viewer e The viewer allows users to display and read faxes An administrator can
64. es concerning the fax recipient include four categories Name Address Numbers and Other These categories offer the following variables e Name Dear Name Last Name First Name Company Title e Address City State Zip Code Country e Destination Fax Fax 2 Fax 3 E Mail E Mail 2 E Mail 3 e Other Extension Cellular Pager Billing Code Sub Billing Code Phone Book Commentary User 1 User 2 User 3 User 4 Receiver information is defined in the phone book The menu selection Dear receives the value entered in the Salutation field in the phone book OLE 2 0 compatible objects Because the cover sheet editor is OLE 2 0 compatible you can create embed or link to any OLE 2 0 compatible object created with a wide variety of third party applications When you create a new object the application that generates it is launched within the cover sheet editor That application s menus toolbars and status bar are integrated into the cover sheet editor window An application window allows you to perform the necessary operations Clicking outside the window but within the cover sheet closes the application Among many others objects placed in a cover sheet can be CorelDraw and Corel PhotoPaint graphics Microsoft Paint graphics Microsoft PowerPoint slides Word and WordPerfect documents etc The application to generate the desired object type must be accessible from the computer running the cover sheet editor Embedding and l
65. ettet tr ee P HIR TH REL RM SU Here cee are SERERE TRES URO 40 Biir ran SECHS IE STAR Todi RM M 41 Advanced display manageMent eese esee enean nnne nnne 42 Preview fax Pape Serine 42 Zoom the thumbnail view uns cehomuenebena ee RHOD E REE SEESE IR REEE EESE 42 ZOOM the fax PLEVIEW T M 42 Display fall Preview P 42 Cancel addressing fields display ceti tnter tertte ta teatro tata terria retenus nd riv ares inet 43 CHAPTER 6 FAX UTILITIES IN BRIGHTFAX seeeseeeeeeeeeeennen nen nnne nnne nnne 44 Fax from Windows Applications essei eene eene nnn aset nn nee nn nns 44 Senda fax with a specitic FesolUtOn usce espe dimer rel et edis entr rt ebrios Mine ee eiris 44 Mail Merge for Word aes 45 Create a main document and a data source in Word nenne 46 z CHARLES RIVER CONSULTANTS E SYN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE Fax using Mail Merge for Word ccccssssscseessrsessessesscsecescsesscesessessesessesseeseessscesesseseeeeseenaeees 46 E mail a TIFF File Using brightfax Print T oMail eese eene enne 47 Emaila ME DS 47 E mail a TIFF file with a specific resolution sse tentent nennen 48 CHAPTER 7 THE WEB CLIENT sees e
66. f retries Oud wr In brightfax broadcast choose Edit Faxing Properties Select the Fax Settings tab Select the option Use Custom Fax Settings Use Priority to select High Normal or Low Type a Number of Retries Ninety nine is the highest available number Click OK to apply the calling options to the current transmission alone Change a call station ID CSID This operation overrides the CSID specified by an administrator fo ee In brightfax broadcast choose Edit Faxing Properties Select the Fax Settings tab Select the option Use Custom Fax Settings Type the Call Station ID in the CSID field If a CSID was already assigned it will appear in that field If you do not have the right to change a CSID the field is dimmed Click Restore to correct any errors Click OK to apply the CSID to the current transmission alone Click Save then OK to apply the CSID and save it to your user properties Change notification options Poo Ne In brightfax broadcast choose Edit Faxing Properties Select the Fax Settings tab Select the option Use Custom Fax Settings Select or deselect Notify Success or Notify Failed 41 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE 5 Click OK Advanced display management The following operations change the display either of the document being transmitted or of the brightfax broadcast
67. f the final data file and processes like assigning an office code based on claimant ZIP codes are completed OCR output that fails to meet the confidence requirements is sent for manual intervention before rules processing is applied The final step before the file is exported is analysis to determine the completeness of data The results determine whether an error message is required as well as the ultimate export routing This routing can be by email or by storing the files on either an CRC or a carrier FTP server ClaimsNow Standard Claims Related Features ClaimsNow offers a comprehensive list of features tailored to meet your claims related needs e Faxing to CRC Mailbox Agents fax forms to a pre designated toll free fax number e Pre Recognition by FAX CSID The unique caller sender identification CSID can determine fax originators If the CSID is registered with CRC the sender can be determined e Conversion to TIFF Faxed images from agents are converted to TIFF image documents e Batch Unbundling At this point multi page batches are broken down into individual documents In addition a control file is created for each document 92 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE Control files will contain the original CSID time date stamps and processing error history e Image Pre Processing Image pre processing analyzes and enhances
68. faxing you fax to all contacts in it A contact list can include any number of groups The contacts you place in a group remain listed as independent contacts in the contact list If you delete the group the members remain available as independent contacts If you delete them as individual contacts however they are also deleted from the group Add a group 1 In the phone book choose File New Group Type a name in the Name field 3 Click Add New to add a contact not already in the phone book Click Select Members to add a contact or a group in the phone book Use Remove to cotrect any errors 4 Click OK 5 Click OK Delete a group Contacts are listed as individuals and as group members Deleting a group does not delete a contact s individual listing 1 In the phone book select the group 2 Choose Edit Delete 3 Confirm deletion CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE Add new contact to a group AMR YN In the phone book select the group Click Edit Properties Click Add New Enter the contact information Click OK Click OK Add existing contact group to a group NAM P WON In the phone book select the group Choose Edit Properties Click Select Member Select a contact or a group A group cannot be nested in itself Click Click OK Click OK Delete a contact group from a
69. file The maximum available value is the maximum resolution value indicated in the user profile Notify on Success and Notify on Failure instruct brightfax to send notification when an incoming or outgoing fax is successfully or unsuccessfully transmitted Add fax recipients to your Personal Address Book Choose Tools Address Book Select the appropriate contact list Click Gd Select New Contact and click OK Enter the recipient s name in the Full Name field You can then specify a fax number in the Business Fax field Alternatively you can enter an e mail address in the E mail field When you send a fax to a contact with a fax number the fax is sent to the recipient s fax machine When you send a fax to a contact with an e mail address the fax is included as an e mail attachment and received in the recipient s e mail inbox If you enter both a fax number and an e mail address Outlook creates two separate contact entries 7 Add any additional contact information you wish Click Save and Close 9 Close the Address Book window make Ne e 9o Create a Fax Distribution List Choose Tools Address Book Select the appropriate contact list Click Cl Select New Distribution List and click OK Enter the name of the distribution list in the Name field Click Select Members to add existing contacts Use Add New to add new contacts Click Save and Close Click OK PNAMNFY NE Send a TIFF file using brightf
70. first step is to create a main document which is the actual fax message entering the Word merge fields that recetve the information entered in the data source Although any of the Word merge fields can be selected FirstName LastName Company and WorkPhone are recommended The second step is to create a data source The entries made to the data source are the information to appear in the Word merge fields Both main document and data source can then be saved The third step is to open the main document map the brightfax merge fields to the Word merge fields and send the fax Mail Merge for Word offers four merge fields First Name Last Name Company and Fax Number These ate mapped to the Word merge fields you select 45 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE The final step is to click a button in the toolbar to launch brightfax broadcast The document is included as a fax and each fax recipient entered in the data source is listed as a recipient Of course Mail Merge for Word must first be installed Create a main document and a data source in Word 1 QN ur d o pm 9o Launch Wotd Note These instructions assume you are using Word 2000 Choose Tools Mail Merge from the Word menu Click Create and choose Form Letters Click Active Window Click Get Data and choose Create Data Source Although any of the Word fields ca
71. further information You can copy this message to other recipients by entering their fax numbers using the same format in the Cc field If you do not wish to use manual addressing you can select a contact already entered in your Outlook address book The entry you make to the Business Fax field is recognized as the fax number You can also create a distribution list in Outlook and select that group when you fax a copy of the fax will be sent to each contact in the distribution list To select a contact or a distribution list click To Enter a subject if desired Enter a text message you wish to appear in the message window brightfax supports plain text RTF and html messages Use to navigate to the documents you wish to attach Click Send If your administrator has configured it you should receive notification of the fax in your inbox Add recipient information to manual addressing brightfax offers a means of adding information about recipients when sending faxes This information appears in the cover sheet you use and is stored with the fax in the brightfax database Recipient information can include such items as the recipient s name the company job title and so forth 15 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE If you do not enter this additional recipient information when you manually address a fax the only information t
72. group WRwON e In the phone book select the group Choose Edit Properties Select the contact or group Click Remove Click OK Phone book searches The phone book offers a basic find and an advanced find The basic find searches a single contact list and specifies the exact entries you expect to find in information fields like First Name Last Name and Fax Number An advanced find allows you to specify a wider range of criteria You can select any of the information fields available and specify several search criteria Further an advanced find can specify more than one contact list Both types of searches can be saved and re used later Find a contact 1 In the phone book choose Tools Find Contacts 61 CHARLES RIVER brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE 2 3 The phone book offers Name Company Fax Number and City as search criteria Type the appropriate entries Use to change City to State Province or Country Select Save As and enter a name if the search is to be saved Saved searches can be retrieved and executed using the Show Names from the selection box at the top right of the phone book window They are listed under the View heading Click Find Now Click Advanced to switch to an advanced search Use advanced find 1 In the phone book choose Tools Advanced Find By default the current contact list is selected Use Browse to select or deselect contact li
73. gt street_address lt street gt lt city gt city lt city gt 86 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE lt state gt state lt state gt lt country gt country lt counttry gt lt zip code gt zip_code lt zip code gt lt address gt lt phone gt phone_number lt phone gt lt pager gt pager_number lt pager gt lt fax gt fax_number lt fax gt lt cellular gt cellular_number lt cellular gt lt email gt email_address lt email gt lt billing code gt sender_billing_code lt billing code gt lt sub billing code gt sender_sub_billing_code lt sub billing code gt lt sender into gt Assuming no sender information is entered in the XML file the information that appears in the cover sheet will be the information specified in the profile used by the XML gateway When sender information is entered in the XML file the corresponding information in the profile is discarded and the cover sheet contains the sender information specified in the XML file Company information Profiles and the XML file share the following company information When any company information is specified in the XML file brightfax discards all company information in the profile Phone and fax numbets Profiles and the XML file share the following phone number information As with company information a single entry of either tag in the XML file will discard both fi
74. h button updates the list to the latest entries in any of the above displays Logout exits from the Web Client 55 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE Chapter 8 Managing your Contacts A phone book stores contact information about recipients This information can include a contact s name fax number address company and business address etc There can be any number of individual contacts You access the phone book in brightfax broadcast to address faxes to the contacts recorded in the phone book brightfax provides a single un populated phone book It resides in the Program Files brightfax Client folder You can add phone books to that or any other folder Phone book files have the xmc extension You can create as many phone books as needed The contents of a phone book can be e defined using the brightfax phone book e imported to the phone book from an external data source e linked in the phone book to an external data source In the first two cases the information actually resides within the phone book You can modify it whenever necessary In the third brightfax links to an external source the information is only displayed through the phone book If information is to be changed or updated you must update the external source using the software that created it Launch the phone book To launch the phone book e Inbrightfax broad
75. hanges you make to the contents of source are reflected in the linked contact list You can update the fields in a linked contact list For example if you add a new field to the source or change the field name of an existing field in the source it may be necessary to link it to a specific phone book field 64 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE Although other formats are available this example imports information from a Microsoft Excel spreadsheet 1 In the phone book choose File Link Use Select the format of your database to select Excel 3 Click First Row Contains Field Name if the first row of the spreadsheet represents the field names or column headings 4 Type the path and name of the file in the field provided Alternatively click Browse to navigate the file select it and click OK 5 Click Next 6 Select the wotksheet that contains the contact information 7 Click OK The phone book attempts to match corresponding fields However should field names in the external source not match you must perform the link yourself by clicking in the right hand column where the phrase No Link appears A pull down list displays the phone book fields available Use AutoMatch to instruct the phone book to apply the most likely match Use Reset to clear all matches and begin again 1 Click Finish Update a linked externa
76. harles River Consultants Inc Version Number 4 5 0 X XX All Rights Reserved November 2004 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE Table of Contents CHAPTER 1 INTRODUCING BRIGHTFAX eeeeeeeeeeeeee nennen enne tenni see trn nenne 10 Who should read this manual nisser earnen sasao sanua nennen nnnnnn nhan sesenta sanae 10 An overview of the manual cccccssccsssscessscesseeeeesscesscceseeesssscesscceeessssesssceesseesssssesssceessaeesenes 10 Sending and receiving faxes ccsescccessceseessesecsesscscsesscesessescesessesseeeseesseesessesceseesseesssenseseeeenes 11 hEOSO una 11 Intermediate faxing nNeeds cccccscccssssscesssseesscesssecessssccsssceesaeesssssesscceesseeessssseeeseesssssesssseeaaes 11 Advanced faxing meeds cscccssssscsesssssessctsceessssessesseeceessesesesseescseeseeseseeneesenseesesssseesessenenes 12 FAX Status LM C 12 Dbrightfax Tools 12 Cover Sheet EditOf M 12 dioi ornan aE A EE ERA ORN Ma 13 TIRE Vie T RP 13 brightfax Printer Druid P 13 brightfax Print ToMail Printer Diver ttti tre ret tbi ton aer to Cobol v to Ha ek aa e 13 CHAPTER 2 FAXING FROM MICROSOFT OUTLOOK
77. hat brightfax stores is the fax number A recipient s name can be entered by specifying it in the following format FAX recipient_name fax_number For example FAX John Smith 1234567 When you use this format every thing that appears before the sign is written to the First Name placeholder in the cover Note that the is mandatory when the recipient s name is specified Additional recipient information is specified using variables in the following format variable value When used in manual address the variable appears as follows FAX variable value fax_number For example FAX Company ABC Industries 1234567 The words ABC Industries would be written to the Company placeholder in the cover sheet You can enter as many variables in the manual address format as you wish For example FAX first John last Smith Company ABC Industries bc 232ABC 1234567 specifies the recipient s first and last names the name of the company and the company s billing code This information will appear in the cover sheet and be stored with the fax in the brightfax database Of course the variables you enter here must correspond to the placeholders in the cover sheet you are using For example the only recipient information to appear in the ConciseCentered cse cover sheet ate the recipient s name company and destination that is the fax number You can enter the Cellular variable to add the recipient s cellular phone number but it
78. hese are specified in the message body the information they specify appears in the cover sheet If you use body codes the information in your profile is ignored for this message Therefore if you enter only the body code that represents the sender name brightfax will not fill in the profile information about your company fax and phone number etc The body codes available are the following coversheetname specifies the brightfax cover sheet you wish to use This entry is optional and the cover sheet file usually resides on the server Your administrator must make the cover sheet files available to you If you want to use a cover sheet available on the local computer you simply have to attach it no need for a body code The entry is NONE or the name of a server cover sheet csid specifies your call station ID notifyfailed indicates whether you are to be notified if the transmission fails The entty is YES or NO a notifypreview indicates whether you are to receive a preview of the fax The entry is YES or NO notifysuccess indicates whether you are to be notified if the transmission is successful The entry is YES or NO password specifies a password that authenticates your right to send a fax Your administrator can require that you enter your password resolution specifies the standard resolution for all attachments The entry is LOW HIGH FINE or ULTRAFINE senderaddress specifies your addre
79. hone number state value sbc value subbillingcode value zipcode value Example address 123 Corner Ave bc EDF Developments Ltd Billing Code cellular 4443351 city London co ABC Industries country Great Britain dear Signor email tjones abc org fn Thomas jobtitle President In Jones pager 8887776 phone 8889921 state Wyoming sbc Account 5506 JJ zipcode 123233 Cover Sheet Placeholder Address Cellular City Company Country Salutation E Mail Address First Name Job Title Last Name Pager Number Phone Number State Sub Billing Code Zip Code The Fax Number variable is mandatory and has already been explained It is always the first variable entered Enter the other variables immediately after the Fax Number variable Your domain comes after the variables The format is as follows CHARLES RIVER CONSULTANTS E SYN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE fax fax_number variable value variable valu a domain For example fax 1112222 fn Thomas 1n ones 1obtitle2Manacer bc ACB1232 a abcindustries com Apply body codes brightfax body codes let you override the information in your profile You may wish to do so when you fax on behalf of another individual The body codes are specified in the following format body_code entry Of body_code entry with spaces or lt character T
80. icrosoft Outlook Express is launched and the Word document is included as an attachment in TIFF format 6 You can address the message as an email message or as a fax 7 Send the message Note If the fax ts transmitted correctly you should receive a success notification However if the J resolution body code is set to an invalid value or is higher than the default value set in the user s profile the fax is not sent and you will receive a failure notification Chapter 5 Faxing with brightfax broadcast This chapter details brightfax broadcast the faxing interface intended for power users An administrator must configure Outlook to launch brightfax broadcast therefore some users may not have it The operations described in this chapter include e Launching and connecting to brightfax broadcast e Addressing a transmission e Selecting a cover sheet qinserting modifying and annotating a document e changing sender and recipient information e Selecting a phone book e changing calling options q modifying the interface Launch brightfax broadcast 1 Choose Start Programs brightfax brightfax broadcast 2 If the Outlook Add in was installed click New Fax Usually To receives the name Destination which is the only mandatory field of the four receives either the fax number or the email address The Fax Recipients displays the individuals and groups to receive the transmission either selected from a phone book or
81. ight decide not to install those utilities Sending and receiving faxes brightfax provides a number of ways to send and receive faxes Which method is available to you depends on which modules the administrator has installed Note brightfax functionality can be installed so that end users fax strictly through their email software When this is the case faxes both incoming and outgoing are managed through such programs as Microsoft Outlook Lotus Notes or Netscape Communicator exactly as email messages are Further Brightfax broadcast and the tools and utilities that come with them are not available Basic faxing needs If the administrator wants you to send and receive faxes through your email software the administrator will install an email gateway When that is the case you can send and receive your faxes through the email software on your computer Your outgoing faxes are handled very much like email messages The only difference is the way you address the message Instead of an email address you enter an address format that specifies the fax number Then you would add the documents you want to fax as attachments Clicking the Send button sends the fax Incoming faxes ate recetved in your email inbox just as your email messages ate You can view incoming faxes by double clicking on them When you do the Imaging Preview is launched Intermediate faxing needs If you are using Microsoft Outlook and your faxing needs inc
82. inking objects To embed an object is to place it in the cover sheet much like any other item such as text or a variable However an embedded object can be updated from within the cover sheet editor when you do the original application is launched within the cover sheet editor To link to an object is to reference it from the cover sheet without physically embedding it in the cover sheet Changes made to the linked object using the application that created it are automatically reflected in the cover sheet 72 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE Managing linked objects in a cover sheet By default linked objects in a cover sheet are updated automatically When the object is changed through the application that created it those changes are reflected immediately and automatically in the cover sheet However updating can be made manual When manual updating is selected the object remains as it was when you originally linked to it Changes made to the object are ignored For example a logo already used as a linked object in a cover sheet is to be modified You might change the update from automatic to manual while these changes are being made When the modifications are finished you have the option of returning to automatic updating or updating manually in anticipation of further changes You can also launch the application to edit to linke
83. interface itself Preview fax pages With a fax of two or more pages open in brightfax broadcast e Choose Preview First Page or click to preview the first page e Choose Preview Previous Page or click to preview the previous page e Choose Preview Next Page or click to preview the next page e Choose Preview Last Page or click to preview the last page These menu selections and buttons are available only when the page is available for selection Zoom the thumbnail view With a cover sheet or a fax open in brightfax broadcast e Choose Thumbnail Zoom or use above the Thumbnail View to select a zoom percentage Values available are 13 14 15 20 25 30 35 40 45 50 75 and 100 per cent of the original Zoom the fax preview With a cover sheet or a fax open in brightfax broadcast e Choose Preview Zoom or use above Fax Preview to select a zoom percentage Values available are 25 50 75 100 150 and 200 per cent of the original Alternatively choose Preview Best Fit or click to select the best fit in the Fax Preview pane e Choose Preview Fit to Width or click to select Fit to Width width being the width of the Fax Preview page e Choose Preview Fit to Height or click to select Fit to Height height being the height of the Fax Preview page Display full preview Full Preview cancels the display of the manual addressing fields the phone book and the fax recipient list Only Thumbnail View and
84. ith the current selection Selecting Custom opens a dialog box where you can specify a range of dates only by checking the Use Date Only box and choosing your begin and end date appropriately If the box is unchecked you must also specify a start time on the begin date and a finish time on the end date Finally you can also indicate if you want to view the status of all the faxes only the received ones or only the failed ones To do this click the arrow at the right of the third field in the search bar and select either of the following e All e Sent Received e Failed Clicking on any fax entry will display the content of the fax in the browser window Viewing the Outbound Faxes The Outbound History tab displays the status of the faxes you have sent You can display all or a specific selection of faxes by using the search bar at the top of the browser Leaving the fields of the search bar empty will result in all of the sent faxes being displayed 51 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE MailFAX Plus Folder Microsoft Internet Explorer File Edit View Favorites Tools Help Qe Z gt x a JO search She Favorites redis B amp LJ 33 Address E http 192 168 10 88 xmedius Folders jsp folderIndex 1 amp pageNumber 1 v Eco us tswamy eventra com Outbound Hi
85. kets are required The term FAX represents the type of address space used by the connector that connects Microsoft Exchange and the brightfax gateway for Microsoft Exchange The brighttax default is FAX although an administrator can change that or add another type of address space If you are to enter a term other than FAX your administrator should inform you Manual addressing also allows you to enter recipient information See Add recipient information to manual addressing on page 15 below for further information ye 20 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE You can copy this message to other recipients by entering their fax numbers using the same format in the Cc field If you do not wish to use manual addressing you can select a contact already entered in your Outlook address book The entry you make to the Business Fax field is recognized as the fax number You can also create a distribution list in Outlook and select that group when you fax a copy of the fax will be sent to each contact in the distribution list To select a contact or a distribution list click To 4 Enter a subject if desired 5 Enter a text message you wish to appear in the message window brightfax supports plain text RTF and html messages 6 Use to navigate to the documents you wish to attach 7 Click Send 8 If your administrator has configured it yo
86. l source VAVN SE In the phone book use Contact List to select the linked contact list Choose File Linked Fields The Set Link window appears Use the pull down list by right clicking the right hand column for the appropriate field Select the phone book field that best corresponds to the external field name Click Finish Reset sets all phone book fields to No Link Reset might be used when a linked external source is greatly modified and a good many links must be manually assigned 65 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE Chapter 9 Managing Cover Sheets You can design your own cover sheets using the cover sheet editor You can import bitmap bmp images add text lines and shapes or customize any of the cover sheets included with brightfax Use the cover sheet editor e to create import and link to OLE 2 0 compatible objects within the cover sheet editor e to draw lines squares rectangles circles and polygons e to add text and bitmap bmp images e to add variables that automatically insert such information as sender name and company etc Note In cover sheet editor documentation the terms item or items refer to text lines and shapes variables bitmap graphics and OLE 2 0 compatible objects The terms object or objects refer only to OLE 2 0 compatible objects A wire frame surrounds the items placed in a co
87. lbar and the text attributes toolbar e Status Bar enables ot disables the status bar at the bottom of the cover sheet editor window e Grid toggles the display of the grid points on the page Zoom Settings lets you choose a different magnification setting to view your pages By default the page is displayed at 100 its actual size The Variables menu There are three categories of variables used in cover sheets General Sender and Receiver These vatiables ate automatically filled in by brightfax at the time of your fax transmission The Settings menu Page Setup lets you chose the page size of the cover sheet Letter Legal A3 B3 or A4 ot view the page dimensions by inches pixels ot millimeters The Refresh menu The Refresh menu refreshes the cover sheet Creating a cover sheet 1 Open the cover sheet editor Add text a line or shape graphic images variables and OLE 2 0 compatible objects Users can import or link to an OLE 2 0 compatible object 3 Choose Save As and type a name The cse extension is automatically applied Configuring a cover sheet You can modify the cover sheet zoom editor and page display and page size settings using the following Change cover sheet display settings To toggle the display of toolbars in the cover sheet editor e Choose View gt Toolbars gt Main Toolbar e Choose View gt Toolbars gt Drawing Toolbar CHARLES RIVER CONSULTANTS E S YN Cnetworks C
88. lt line settings gt lt lines spacing value 1 1 5 2 gt lt line settings gt lt resolution gt resolution_value lt resolution gt rastet options lt document gt lt attachment list gt Using a specific resolution It is possible to indicate a specific resolution for each attachment using the lt resolution gt tag in the rasterization options However the specified resolution must be lower or equal to the default maximum resolution included in the user profile Simply modify the line in question using the following syntax lt resolution gt resolution_value lt tesolution gt where resolution_value can be low 200x100 high 200x200 fine 300x300 or ultrafine 400x400 Note If the specified resolution is invalid or greater than the user profile s maximum resolution the transmission of the fax will fail prompting a failure notification to be sent and a copy of the XML file to be stored in the brightfax To Convert Failed folder CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE Chapter 13 Using ClaimsNOW and WriteNOW Introduction CRC is pleased to offer ClaimsNow an automated solution that combines fax email OCR and well defined business and workflow rules in order to speed the delivery of claims forms and supporting documentation ClaimsNow dramatically reduces the cycle time associated with claims processing
89. lude such items as the recipient s name their company job title and so forth Placing information in cover sheets is the second reason for adding recipient information brightfax cover sheets can include placeholders that receive recipient information If the appropriate recipient information is available the cover sheet placeholders will receive that information For example a pre formatted brightfax cover sheet might include placeholders for the recipient s name and company If you are using that cover sheet you would add the recipient s name and company when you send the fax brightfax would then transfer that information to the placeholders in the cover sheet Recipient information is specified by entering a variable and assigning a value All variables have the following format fax fax_number variable value Mote than one variable can be specified each separated from the next by a slash fax fax_number variable value variable value 27 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE These ate the variables available Variable address value bc value billinggcode value cellular cellular_number city value co value company value country value dear value email email_address fn value first value firstname value jobtitle value n value last value lastname value pager pager numbet phone p
90. lude the selection of cover sheets and the entry of billing codes etc your administrator can publish the Forms for Outlook Forms for Outlook include a fax preview form a fax composition form and notification forms You choose the form you want through Outlook s Tools menu 11 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE Additional functionality includes profiles the capability to change your sender information to select the cover sheet you want if more than one is available and to manage some transmission settings Note Forms are available only to Microsoft Outlook users Advanced faxing needs For more robust functionality your administrator may install brightfax broadcast on your computer brightfax broadcast is a stand alone application that lets you send faxes to numeric fax numbers as well as email addresses brightfax broadcast provides the means to e annotate the faxes you send e set transmission options e change sender and recipient information e create merged field cover sheets for fax broadcasts etc Fax Status The status of your faxes can be viewed using Internet Explorer You must direct your browser to the URL provided by your administrator The URL will have the following syntax http server_name where server name is the server where brightfax is installed Web status details what is happening to your fax
91. main view e Previous displays in the main view the page immediately before the one currently in the main view This selection is not available when the first page occupies the main window CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE e Next displays in the main view the page immediately after the one currently displayed in the main view This selection is not available when the last page occupies the main view e Lust displays the last page of the fax in the main view This selection is not available when the last page occupies the main view e Rotate Left rotates the page currently in the main view 90 degrees to the left A page originally display in portrait orientation now appears in landscape e ip rotates the page currently display in the main view 180 degrees e Rotate Right rotates the page currently displayed in the main view 90 degrees to the right e Rotate All Left rotates all pages 90 degrees to the left e Flip All rotates all pages 180 degrees e Rotate All Right rotates all pages 90 degrees to the right The Zoom menu e Zoom in selects the next display scale Zoom out selects the previous display scale e Fit to height resizes the vertical height of the page to the view e it to width resizes the horizontal width of the page to the view e Best fit selects the best scale to fit the page to the view e 25 to 200 ate pre se
92. mum width that fits in the preview window Fit to Height displays the page at the maximum height that fits in the preview window Zoom lets you choose one of the preset magnification values The Annotations menu Annotations ate objects you can add to draw attention to certain parts of a fax Add displays a submenu that lets you add an annotation to your fax Annotation types include Text Line Rectangle Stamp and Highlight Delete removes a selected annotation 33 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE Show Annotation toggles the display of the annotations on a fax page and the availability of the Annotation toolbar If annotations are not displayed the toolbar is not available A check mark appears beside this menu selection when annotations are displayed Select AJ selects all the annotations on the current page Unselect All deselects all selected annotations Properties changes the properties of line rectangle and text annotations Properties include color and line thickness as well as font and type size for text annotations See Chapter 10 About Annotations for full information The Tools menu brightfax Phone Book launches the phone book window through which you can create a new phone book update contacts in an existing one and select a phone book and contact list for sending faxes See Chapter 8 Managing your Contacts fo
93. n be selected FirstName LastName Company and WorkPhone correspond most closely the brightfax merge fields Use Remove Field Name to remove the unneeded merge fields and click OK Save the data source document Click Edit Data Source Enter the first name last name company and work phone information Use Add New to add as many fax recipients as required Note Omitting a fax number in the WorkPhone field produces an error message mben you attempt to fax with Brightfax broadcast 1 Click OK Write the fax message as the main document Use Insert Merge Field to insert the FirstName LastName Company and WorkPhone merge fields wherever they are needed Note Do NOT use Word s Merge the data with the document command Save the main document Fax using Mail Merge for Word 1 2 3 4 Exit brightfax broadcast if it is running Open a main document written in Word Click 8 Use First Name to map to the Word s FirstName merge field Use Last Name to map to the Word s LastName merge field Use Company to map to the Word s Company merge field Use Fax Number to map to Word s WorkPhone merge field Note Mapping is not saved The next time you fax a main document you must again map the brighttax fields to the Word merge fields 46 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE 5 6 T Click OK The Print window is displa
94. ne Note Formatting cannot be applied to bitmap images In brightfax broadcast select a line rectangle or text box Choose Annotation Assign Properties Assign the properties you wish Click OK PON eS 78 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE Chapter 11 Viewing your Faxes The viewer lets you view the faxes you receive Using the viewer you can e You can rotate fax pages if they were sent in the wrong orientation and change the viewer s display settings e A zoom setting decreases or increases the display size of the fax e The thumbnail view displays the individual pages of a multi page fax in a vertical list Launch the viewer To launch the viewer e Choose Start Programs brightfax TIFF Viewer e annotate a fax print a fax e e mail a fax save a local copy The File menu e Open opens a TIFF existing file The TIFF file format is used for faxes Print Fax sends the fax to a printer e Send fo Mail Recipient launches the default e mail software the fax in the viewer is automatically included as an e mail attachment e Save Copy As saves a copy of the fax under a new name The View menu Main Toolbar toggles the display of the main toolbar The Page menu e First displays the first page of the fax in the viewer s main view This selection is not available when the first page occupies the
95. nne nnne nnne nnns nnn tinn nter tse nnnn nen 49 Logging Into the Web Client cccccccsssssesscesecsesscscessscescssesceeeesenscesessensessenseesesenseeseseeneeees 49 Viewing the Inbound Faxes csccccsserscscsssnseesscesesenseesessenseeeseesseeeceesseesesesseeeeseeseeesensensessenes 50 Viewing the Outbound Faxes sccsscssccssscssccesssncssessesecsesscesssesseesessesessensesessenseesesseseeseseenee 51 Viewing the Outgoing Faxes ccceccccssssscessssscsssescssesseecsesscesessesceeessesseesesensesesseseeeenseeseees 53 Other Web Client buttons ccccssssccessssssssctscssssceecesesseeesenscesessescesessesscesesesseeecsseeessenseeseees 55 CHAPTER 8 MANAGING YOUR CONTACTS eese nnne enne nnne 56 Launch the phone book ccscccssssseceessctscseesseessenscesessescesessescceeesenseesesseseeeenseesesseseeseseenaeees 56 Bis nm 56 The seil DM P T E Sinai 57 Th View Menu E enactment iie 57 The Tools ment M 57 PHONE b k CONLEMES se 58 Open a phone bOOk ence oco recor eto FR RR Guin hunni XAR UAR en EAE 58 Add aphone bool 5 inttr opa een ai epe anie eo eed 58 Adda contact list e 59 Delete a contact listassaan aea aT E AEEA EAA AEA AAE AA Aa 59 Rename contact liSbsenuetetemahatentanud a e A A A E EE E ARE 59 Adda CONTAC ssi cocstesstsesissavasecersiasttereissavetaberabavetesanssaueverurai
96. o qualify rate quote bind and deliver policy documents virtually in minutes This ability to process on line in real time allows insurers to reduce policy issuance from weeks to minutes And it makes selling even small premium and low limit products worthwhile for agents Easy to use windows guide users through the application process The sequence of questions assures that all data is validated prior to submission to ensure complete and accurate applications Rating and qualification information is presented up front and ineligible risks are screened out before reaching the insurer Approval is immediate Payments are collected on line Who Uses Write Now WriteNow gives insurers the flexibility that s needed to keep products up to date It allows you to post new rates in real time It allows you to plug in new products easily And it lets you open new distribution channels immediately to take advantage of new trends At the same time WriteNow gives agents a competitive edge when they sell your products Since WriteNow requires little or no training to use it allows licensed employees as well as agents and brokers to process applications Since it can also be accessed 24 hours a day seven days a week it allows them to process applications anytime it s convenient And because it s a proven turnkey product there s no costly implementation or development time In short WriteNow allows you to expand your business opportunities q
97. on allowed by the user Profile brightfax broadcast sets it automatically to the latter and informs the user This changes the printer resolution for the whole system and remains so until it is changed again using the above procedure Managing phone books The default interface can be customized in a vatiety of ways The most frequent change is to display a contact list from a phone book Phone book information can be displayed on the left ot right of the interface Note This documentation assumes that phone book information is displayed on the right side of the Brightfax broadcast interface 35 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE Display phone books 1 In brightfax broadcast choose View Options 2 Select brightfax Phone Book or MAPI Address Book 3 Click OK Move phone book display 1 In brightfax broadcast choose View Phone Book Choose Show Right to display the phone book on the right side of the brightfax broadcast interface Choose Show Left to display the phone book on the left side of the interface Cancel phone book display 1 In brightfax broadcast choose View Phone Book 2 Deselect Show Right or Show Left whichever is selected The phone book is removed from the brightfax broadcast interface Select a contact list 1 In brightfax broadcast choose View Phone Book Show Right or Show Left
98. ook When field names match phone book names closely or exactly brightfax automatically links the field in the external source to the corresponding phone book field When field names do not correspond you are given an opportunity to link them manually External data sources Import an external data source Although other external sources are available this example imports information from a Microsoft Excel spreadsheet 1 In the phone book choose File Open to select the correct phone book If necessary use Show Names from the to select the correct contact list 2 Choose File Import e Borland dBASE III IV and 5 q Microsoft FoxPro 2 0 2 5 2 6 and 3 0 e Corel Paradox 3 4 and 5 qSymantec ACT 63 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE e Microsoft Access q An ODBC compliant data source e Microsoft Excel 3 0 4 0 5 0 7 0 97 and 2000 e A comma separated value csv text file In a text file data source the values are delimited by commas e brightfax Enterprise Phone Book e LightningFAX Phone Book 3 Use Select the format of your database to select Excel Click First Row Contains Field Name if the first row of the spreadsheet represents the field names or column headings 4 Type the path and name of the file in the field provided Alternatively click Browse to navigate the file select it and click OK 5 Click
99. our faxes You can also resubmit faxes while viewing their status in Internet Explorer Chapter 8 Managing your Contacts details the use of the phone book available in brightfax broadcast Chapter 9 Managing Cover Sheets details the use of the cover sheet editor which may be installed on your system Chapter 10 About Annotations details the annotations available in both brightfax broadcast and the view and the methods of adding them to faxes you send and receive Chapter 11 Viewing your Faxes details the use of the fax format TIFF viewer Chapter 12 The XML Gateway details the XML gateway and sending broadcast faxes using an XML file Although it is unlikely that the gateway will be installed on your computer 10 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE administrators may make it possible for more senior users to write XML files and fax using them Chapter 13 Using ClaimsNow and WriteNow provides users with information on a powerful set of tools that combines fax email OCR and well defined business and workflow tules in order to speed the delivery of claims forms and supporting documentation Note The phone book the cover sheet editor and the TIFF viewer will be available to you only if your administrator installs them on your computer If you are using Outlook or the Forms for Outlook the system administrator m
100. pter 7 The Web Client for details Installing the Outlook Add in also adds a New Fax button to the Outlook toolbar As described below you can then launch the new message window from Outlook by making the usual menu selections or simply by clicking the button 14 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE If Forms for Outlook or brightfax broadcast is installed clicking New Fax will replace Outlook s standard message window with the forms Fax from Microsoft Outlook e Launch Outlook Click New Alternatively if the brightfax Outlook Add in was installed click the New Fax button There are two ways to address faxes enter an address manually or select a recipient from your list of contacts The first is to manually enter in the To field a fax number using the following syntax FA X fax muber for example FAX 1234567 Note The square brackets are required The term FAX represents the type of address space used by the connector that connects Microsoft Exchange and the brightfax gateway for Microsoft Exchange The brighttax default is FAX although an administrator can change that or add another type of address space If you are to enter a term other than FAX your administrator should inform you Manual addressing also allows you to enter recipient information See Add recipient information to manual addressing on page 8 below for
101. r detailed information MAPI Address Book launches your MAPI Address Book in which you can enter contact information The Help menu Help Topics opens the online help where you can get more information about using brightfax About Brightfax broadcast displays version and copyright information about brightfax broadcast Connection Settings If the Microsoft Exchange server was already configured during the installation brightfax broadcast will assume that it must use this account for sending faxes If MS Exchange is not yet configured or the XML gateway is installed the Account Type window will appear automatically when launching brightfax broadcast for the first time 1 Specify the account type MS Exchange or XML Gateway Check the Off Line Mode box if you want to work on a fax without accessing an account If you choose XML Gateway 3 Specify the type of login as Anonymous or enter the User Name and Password If you want these values to be used every time you log on check the Remember password box NAMA Click Next Enter the Notification addtess Specify the Gateway type Choices are SMTP MS Exchange or None Click Finish 34 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE You are then automatically logged into brightfax broadcast Subsequent brightfax broadcast sessions will use the same settings If you select MS Exchange
102. r or click 2n Select the Sender Information tab Select the option Use Custom Sender amp Company Information Make whatever modifications are required No information is sent when a field is blank That is if an administrator assigned you a job title and you delete the entry to that field brightfax broadcast will respect your deletion and not include your existing job title in the transmission 5 Click OK to apply the sender information to the current transmission alone FONE Edit company information 1 In brightfax broadcast choose Edit Sender or click 40 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE 2 3 4 5 Select the option Use Custom Sender amp Company Information Select the Company Information tab Make whatever modifications are required No information is sent when a field is blank That is if an administrator assigned you a job title and you delete the entry to that field brightfax broadcast will respect your deletion and not include your existing job title in the transmission Click OK to apply the information to the current transmission Change transmission settings Transmission settings include the fax priority and the number of retries the call station ID and notification options Note Administrators can deny users the right to change transmission settings Change fax priority or number o
103. r own cover sheets See Chapter 9 Managing Cover Sheets for full information Select a cover sheet 1 In brightfax broadcast use to select Local Cover sheets are stored in the Documents and Settings username Application Data brightfax brightfax broadcast CoverSheet folder You can however store cover sheets in any other folder If necessary navigate to another folder 2 Select the cover sheet you want 3 Click Open The cover sheet remains selected the next time you launch brightfax broadcast Cancel a selected cover sheet 1 In brightfax broadcast use at the right of the current cover sheet name to select No Cover Sheet Add a comment to a cover sheet 1 In brightfax broadcast select a cover sheet if one is not selected 2 Choose Edit Cover Sheet Comments 3 Type the comment Save a fax 1 In brightfax broadcast compose the transmission inserting one or several documents 2 Choose File Save As If necessary navigate to the preferred directory 3 Type a File name The tif format is applied automatically 4 Click Save Print a fax 1 In brightfax broadcast compose the transmission inserting one or several documents 2 Choose File Print 3 Select the print options you want 4 Click OK Setting the default fax resolution for printing To change the printer driver s default resolution for faxes CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO
104. r personnel the capability to query seatch the message archive Within the query search engine carrier personnel would find relevant index fields By entering search criteria into the appropriate fields the database would return a list of records that match the user defined search criteria Records that ate retrieved through the query search process would be displayed for viewing printing and or downloading e Repository for Supporting Documents On average one agent generated form is supported by four pages of documentation This supporting documentation can be faxed to ClaimsNow identified by a predetermined set of business rules and indexed for storage The storage repository could be housed within our secure data center or at any carrier designated facility e Automated Confirmations Forms are faxed but how does the agent know that they were successfully received ClatmsNow can provide the sender with a choice of fax or email confirmation The confirmation is date and time stamped and setves as a record of a properly received and formatted form e Exception Management Services A reality of automated fax to data transformation is that not all forms will get processed Fax machine failures improperly formatted documents and incomplete transmissions are just some of the issues that will be encountered In some cases senders may need to be contacted proactively in order to troubleshoot processing failures Our 24x7x365 help desk stan
105. right of the second field of the search bar will give you the following selection of time ranges All Last 6 Hours Last 12 Hours Last 24 Hours Last Month Last 3 Months Custom Check the box beside the desired time range and click the OK button or click the Cancel button to exit with the current selection Selecting Custom opens a dialog box where you can specify a range of dates only by checking the Use Date Only box and choosing your begin and end date appropriately If the box is unchecked you must also specify a start time on the begin date and a finish time on the end date Finally you can also indicate if you want to view the status of all the faxes only the received ones or only the failed ones To do this click the arrow at the right of the third field in the search bar and select either of the following 54 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Componies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE e All e Sent Received e Failed The Cancel button immediately cancels the transmission and removes any selected fax es from the queue and archives it them to the database the Cancel Broadcast button cancels the transmission and removes from the queue all faxes that are part of the same broadcast as the one s selected and archives them to the database Clicking on any fax entry will display the content of the fax in the browser window Other Web Client buttons The Refres
106. rts documents generated by third party applications to the TIFF format and launches your default e mail software with the file included as an attachment A cover sheet if you include one is treated like any other attachment Note Your recipient must have a viewer that displays TIFF files Send a TIFF file 1 Launch an application like Microsoft Word and write the document you want to fax including the attachments and recipients Make sure the body of the message is in plain text no RTF or HTML Choose File Print Select the brightfax PrintToMail printer Print the document Your SMTP mail software such as Microsoft Outlook Express is launched and the Word document is included as an attachment in TIFF format You can address the message as an email message or as a fax Send the message 30 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE Send a TIFF file with a specific resolution To send a fax with a specific resolution 1 Launch an application like Microsoft Word and write the document you want to fax including the attachments and recipients Make sure the body of the message is in plain text no RTF or HTML 2 Add the body code resolution value where value is either Low High Fine UltraFine 3 Choose File Print 4 Select the brightfax PrintToMail printer 5 Print the document Your SMTP mail software such as M
107. s Bar displays or hides the status bar at the bottom of the phone book window The Tools menu e Find Contacts performs a search for a contact e Advanced Find performs a search for a contact and allows more complicated search ctiteria Contact List Management lets you rename edit and delete the contact lists already present in the phone book Compact Database compacts the phone book database CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE Phone book contents A phone book is composed of at least one contact list A contact list is a list of potential fax recipients detailing their first name last name company name and address fax number e mail address etc A phone book can have any number of contact lists however only one contact list can be used at a time A default contact list named Contact is generated when you create a new phone book In the phone book contact lists are chosen using the Show Names from the drop down list Phone book information fields Name Company Contact Numbers Billing Information Full Name Name Phone Number Billing Code recipient job Title Street Extension Sub Billing Code recipient City Pager State Province Fax ZIP Postal Code Fax Number 2 Country Fax Number 3 Cellular E Mail E Mail 2 E Mail 3 Preferred Address Clicking Full Name allows you to enter a title Dr Mr Miss Mrs or Prof an
108. solution using the Resolution selection box Possible values are Low High Fine and Ultra Fine Terminate the fax composition and setting selection Send the message 25 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE Chapter 4 Faxing with SMTP Mail Clients Email software that uses the gateway for SMTP includes products like Microsoft Outlook Express Netscape Communicator and Eudora If any of these or any other SMTP mail software is the email product you use and if the brightfax gateway for SMTP is installed you can send faxes to individuals and to groups As this chapter describes you can also add fax recipients to your address book This chapter assumes that Microsoft Outlook Express is the email software you use However all operations described should be available to you even though the exact steps may differ Fax from the Outlook Express Address Book WE wON ES 6 Launch Outlook Express Click Addresses Select an individual contact or group right click and choose Actions Send Mail Enter a subject and type the message Add whatever attachments are to be sent A brightfax cover sheet can be added although your profile may already specify a default cover sheet Note brightfax cover sheets have the file extension cse Click Send Manually address a fax in Outlook Express Launch Outlook Express Click Create Mail In
109. ss senderbillingcode specifies your billing code sendercellular specifies your cellular phone number sendercity specifies your city sendercompany specifies the name of your company sendercountry specifies the name of the country 29 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE senderemail specifies an email address senderfax specifies a fax number senderfirstname specifies a sender s first name senderlastname specifies a sender s last name senderpager specifies a sender s pager number senderphone specifies a sender s telephone number sendersalutation specifies a salutation like Mr Ms or Prof senderstate specifies a state or province sendersubbillingcode specifies a sender s sub billing code senderttitle specifies a title senderzipcode specifies a sender s zip code sendpriority specifes the fax priority The entry can be HIGH NORMAL or LOW sendretries specifies the number of retries You can specify 1 to 99 retries howevet you cannot exceed the maximum number of retries specified by the administrator UseBody specifies if the message body should be sent with the fax Values are TRUE or FALSE Overrides any profile restriction Send a TIFF file using brightfax PrintToMail The brightfax PrintToMail printer driver conve
110. story f Outgoing Queue I Refresh Logout There are 10 fax es in this folder viu x Hit results 1 to 10 Ein a en en ee pa 2036013126 RE Test MailFax Tuesday February 10 2004 6 43 15 PM Sent 9 L1 e 2036013126 RE Test MailFax Tuesday February 10 2004 6 14 11 PM 52 Sent a oa 2036013126 RE Test MailFax Tuesday February 10 2004 6 11 25 PM 51 Sent 9 gA 2036013126 2 Te Fax Tuesday F 2004 6 07 19 PM 49 Sent 0 q 2036013126 RE Test MailFax Tuesday February 10 2004 5 55 27 PM az Sent o L1 e 1001 1002 RE Test MailFax bad phone number Monday February 09 2004 7 16 27 PM 46 Sent 9 Ll q 2036013126 RE Test MailFax Friday February 06 2004 4 02 56 PM o Failed 25001 0 e 1234567890 RE Test MailFax Friday February 06 2004 3 53 23 PM 46 Sent o oa 2036013126 Test MailFax Friday February 06 2004 1 30 11 AM 45 Sent o L1 e 2036013126 Test Fax Thursday February 05 2004 3 12 06 PM a4 Sent 0 Hit results 1 to 10 In the first field of the search bat you can enter a keyword to search for The search can be performed in any or all of the fields relative to the fax depending on which you choose with the Options button The available checkboxes are Sender Billing Code Destination Error Code Recipient Name Remote CSID Subject Transaction ID User ID You may check one or more of these fields You can also specify if you want to view all the faxes containing the keyword and sent at any time or within a certain time range Clicking th
111. sts 2 Under New Criteria use Field to select an information category 3 Use Condition to select a condition Conditions include contains is exactly begin with doesn t contain is empty and is not empty 4 Under Value type an entry that represents the expected results The conditions zs empty and zs not empty require no Value entry 5 Click Add to List You can specify one or more criteria Use Remove to make any corrections 6 Under Options select Match any criteria when two or more criteria exist and any one fulfills the conditions of the search To apply every criteria to the search select Match all criteria 7 Select Save As and enter a name if the search is to be saved Saved searches can be selected and run using Show Names from the They are listed under the heading View 8 Click Find Now Click New Search to create another seatch Phone book display By default a phone book displays contact information in four columns Last Name First Name Company and Fax Number However you can adjust the column headings to display any of the information fields available in the phone book You can select any column heading as the sort key For example the default sort key is Last Name in ascending order If you wish you can select Fax Number Company or any other displayed column heading as the sort key Sort order can be ascending or descending Add a column heading These changes affect all contact lists 62
112. t scales 100 the default scale is actual size Custom displays a window through which you can enter a zoom percentage Open a fax in the viewer 1 Launch the viewer and choose File Open 2 Navigate to the file and select it 3 Click Open These ate alternative methods e Double click a fax displayed in the manager e Right click a fax displayed in the manager select Show Details and click View in the Show Details window Note Use either alternative if you intend to forward the fax from the viewer E Mail a fax through the viewer 1 Launch the viewer and open a TIFF file 2 Choose File Send to Mail Recipient CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE 3 Address the e mail 4 Click Send Print a fax from the viewer 1 Launch the viewer and open a TIFF document 2 Choose File Print Fax You can change printers enter the number of pages etc 3 Click OK Managing viewer display settings The viewer allows you to manipulate how faxes are displayed in a variety of ways Show or Hide Thumbnails The thumbnail view displays fax pages in a vertical column on the left By default the thumbnail view in the viewer is closed e Click in the viewer toolbar to toggle the display of the thumbnail view e Click any thumbnail to display the page in the main view By default thumbnail pages are displayed at 13 p
113. tToMail printer 4 Print the document brightfax PrintToMail launches your default e mail software The document is included as an attachment in TIFF format 5 Address your message You can use any functionality your e mail software provides 6 Terminate the fax composition and setting selection 7 Send the message CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE E mail a TIFF file with a specific resolution To print a TIFF file with a specific resolution NAMRONS 8 9 Use the third party application to write or open the document to be faxed Access the print options that allow you to select a printer Select the brightfax PrintToMail printer Click Properties Click the Paper Quality tab Click on the Advanced button Set the printer driver s resolution in the Graphic Print Quality field Choices are Low 200x100 High 200x200 Fine 300x300 or Ultra Fine 400x400 Note This changes the printer resolution for the whole system and remains so until it is changed again using the above procedure Print the document brightfax PrintToMail launches your default e mail software The document is included as an attachment in TIFF format You can address the message as an email message or as a fax 10 Terminate the fax composition and setting selection 11 Send the message 48 CHARLES RIVER CONSULTANTS E S YN Cnetworks
114. tcsccsvscssesesseocssesesotevapeseseropesesesotscesssosseossoesste atepesoessiendietvensteeussesseruedsetosasegtvetorspisesstes 95 9 CHARLES RIVER CONSULTANTS E SYWN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE Chapter 1 Introducing brightfax Who should read this manual This manual is intended for anyone using brightfax to send receive and manage faxes It does not cover brightfax installation and configuration or the creation and management of users and groups An ovetview of the manual Chapter 2 Faxing from Microsoft Outlook details using Outlook to send and receive faxes Chapter 3 Faxing with Forms for Microsoft Outlook details the use of the various Forms for Outlook Forms for Outlook provides a broader range of features than Outlook alone For example cover sheets and user profiles are available when the forms are installed Chapter 4 Faxing with SMTP Mail Clients details the use of the brightfax gateway for SMTP with various common e mail software Chapter 5 Faxing with brightfax broadcast details the use of brightfax broadcast the faxing interface usually made available to power users Chapter 6 Fax Utilities in brightfax outlines several utilities that allow users to send transmissions without using brightfax broadcast the email gateways or the Forms Microsoft Outlook Chapter 7 The Web Client details how Internet Explorer displays the status of y
115. the To field enter the fax number in the following format fax fax number domain For example fax 2334444 yourcompany com yourcompany com is the domain where the gateway for SMTP resides Your administrator should provide the name of the domain You can enter several recipients by separating each with a semi colon Enter a subject and type the message Add whatever attachments ate to be sent A brightfax cover sheet can be added although your profile may already specify a default cover sheet Note brightfax cover sheets have the file extension cse 26 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE 6 Click Send Add recipients to Outlook Express Address Book Launch Outlook Express Choose Tools Address Book Click New and select New Contact After entering the names enter the fax number in the E Mail Addresses field using the following format fax fax number domain name For example fax 3434221 yourcompany com yourcompany com is the domain where your email account resides PHONE 5 Click Add 6 Enter any additional information Add recipient information brightfax offers a means of adding information about recipients when sending faxes through Outlook Express or any other SMTP email program When you fax from email software the only information that brightfax stores is the fax number You would add recipient information to inc
116. the clipboard without removing them The objects can then be pasted back on the same page or on another page using the Paste command e Paste copies the contents of the clipboard to your cover sheet You can then paste it as often as needed e Delete erases selected objects e Insert New Object lets you create import and link to graphics text spreadsheets etc created with other applications Those applications must be installed to enable object creation If the cover sheet is linked to any OLE 2 0 compatible objects the Links menu selection allows you to edit and update those links This menu selection is not available if there are no linked objects in the cover sheet Bitmap Image Object offers a submenu with Edit Open and Convert menu selections Edit lets you edit a highlighted bitmap using the Editor s tools Open opens the image in the application that created it e Convert saves the image to another file format The text of this last menu selection will vary according to the object selected in the cover sheet For example if you have selected a linked CorelDraw object the phrase Linked CorelDraw Object appears instead of Bitmap Image Object The subordinate menu selections Edit Open and Convert remain unchanged 67 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE The View menu e Toolbars displays the main toolbar the drawing too
117. tings also include a sender CSID call station ID and the delay between retries these can be freely specified or omitted as required If no transmission settings are specified the settings in the profile are used lt comment gt comment lt comment gt lt transmission settings gt lt retries gt n lt retries gt lt priority gt high normal low lt priority gt lt notify sucess gt yes no lt notify success gt lt notify failure gt yes no lt notity failure gt lt notification address gt email_address lt notification address gt lt gateway gt exchange smtp lt gateway gt lt csid gt csid lt csid gt lt retries_delay gt minutes lt retries delay gt lt transmission settings gt Cover sheet tags Cover sheet tags specify the cse cover sheet to be included with the fax If not specified here the cover sheet used will be the cover sheet specified in the profile A cover sheet is indicated by specifying its type path and filename Only brightfax cover sheets can be specified CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE Specifying none with the lt type gt tag indicates that no cover sheet is wanted No entry is made with the path tag Specifying default with the type tag indicates that the default cover sheet as indicated by the profile is to be used Again no entry is made to the lt path gt tag A brightfax profile ac
118. to transmit and select it 3 Click Open Repeat steps 2 to 3 as often as required Note If the correct folder is open on your desktop you can drag and drop documents to the Thumbnail View Reorder fax pages 1 With a fax of two or more pages inserted in brightfax broadcast select a page in the Thumbnail View 2 Choose Thumbnail Move then choose First Up Down or Last as required Alternatively click t ot drag the page a Thumbnail View page image to move the page as desired Cancel transmission of a page Note A canceled page is not transmitted with the rest of the fax 1 With a fax of two or more pages open in brightfax broadcast select the page in the Thumbnail View 2 Choose Thumbnail Mark As Do Not Send Alternatively click above the Thumbnail View Restore a canceled page 1 Select the canceled page in the Thumbnail View 2 Choose Thumbnail Mark As Send to restore a canceled page Delete a page from a fax 1 With a fax of two or more pages open in brightfax broadcast select the page in the Thumbnail View 2 Choose Thumbnail Delete Alternatively click X above the Thumbnail View 3 Confitm deletion Managing cover sheets 38 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE brightfax offers default cover sheets In addition the Cover Sheet Editor allows you to compose and save you
119. u should receive notification of the fax in your inbox Add recipient information to manual addressing brightfax offers a means of adding information about recipient when sending faxes This information appears in the cover sheet you use and is stored with the fax in the brightfax database Recipient information can include such items as the recipient s name the company job title and so forth If you do not enter this additional recipient information when you manually address a fax the only information that brightfax stores is the fax number A recipient s name can be entered by specifying it in the following format FA X recipient_name fax_number For example FAX John Smith 1234567 When you use this format every thing that appears before the sign is written to the First Name placeholder in the cover Note that the is mandatory when the recipient s name is specified Additional recipient information is specified using variables in the following format variable value When used in manual address the variable appears as follows FAX variable value fax_number For example FAX Company ABC Industries 1234567 The words ABC Industries would be written to the Company placeholder in the cover sheet 21 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE You can enter as many variables in the manual address format as you wish For example
120. uickly without the cost involved in developing your own solution Tech Basics and Support WriteNow is accessed through any desktop computer with an Internet Web browser No additional software is required This ASP based model allows you to maintain complete control in real time of your product rates and business rules and to underwrite cases by exception It also gives your distribution force real time access to all account and historical information including quotes and policies This reduces the need to maintain paper based customer files and improves customer service A robust suite of reporting options means all activity is captured in detail and made available to you as needed Full technical support ensures secure transmissions with no downtime 95 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Comparses
121. ver sheet All items can be selected with the mouse and edited deleted or moved Stand alone fax machines usually have a lower resolution than laser printers Your cover sheets may have a slightly coarse appearance when printed by a fax machine Note Administrators can decide not to install the cover sheet editor on a user s computer It is possible therefore that some users cannot access the module Launch the Cover Sheet Editor To launch the cover sheet editor e Choose Start Programs brightfax Coversheet Editor 66 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE The File menu e New allows you to create a new cover sheet e Open opens a previously saved cover sheet e Save saves the current cover sheet e Save As saves yout current cover sheet under a different name or in a different location e Print prints the current cover sheet Print Preview displays cover sheet as it will look when printed e Print Setup sets print options e Recent File displays the filename of recently accessed cover sheet files e Exit closes the cover sheet editor The Edit menu e Undo erases the last action e Cut removes the selected object or objects and copies them to the Windows Clipboard The objects can then be pasted back on the same page or on another page using the Paste command e Copy copies the selected object or objects to
122. will not appear in the cover sheet Howevet the information will be recorded with the fax in the brightfax database 16 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE These ate the variables available Variable Example Cover Sheet Placeholder address value address 123 Corner Ave Addtess bc value bc EDF Developments Ltd Billing Code billinggcode value cellular cellular_number cellular 4443351 Cellular city value city London City co value co ABC Industries Company company value country value country Great Britain Country dear value dear Signor Salutation email email address email tjones abc org E Mail Address fn value fn Thomas First Name first value firstname value jobtitle value jobtitle President Job Title n value In Jones Last Name last value lastname value pager pager number pager 8887776 Pager Number phone phone number phone 8889921 Phone Number state value state Wyoming State sbc value sbc Account 5506 JJ Sub Billing Code subbillingcode value zipcode value zipcode 123233 Zip Code Add a Contact Click kal Launch Outlook Choose Tools Address Book Select new contact and click OK mee Nr Enter the recipient information as required The only required field is the fax number field The number entered here is selected automatically 6 Click Save
123. yed with brightfax selected as the printer Click OK brightfax broadcast is launched and you are prompted to log on The fax is displayed in brightfax broadcast with the first record in the data source as its recipient All fax recipients from your data source appear in the list of fax recipients You can add a cover sheet make an entry to the Subject field and choose not to send a fax to a given recipient Note You cannot add other fax recipients or documents to the fax Click Send Fax from Microsoft Word If you ate using Microsoft Word and Mail Merge for Word is installed you can fax any Word document using the following procedure Ao NP Launch Wotd Compose your fax message Click d brightfax broadcast is launched and you are prompted to log on Address the fax You can add a profile or a cover sheet or make an entry to the Subject field Click Send E mail a TIFF File Using brightfax PrintToMail The brightfax PrintToMail printer driver converts documents generated by third party applications to the TIFF format and launches your default e mail software with the file included as an attachment A cover sheet if you include one is treated like any other attachment Note Your recipient must have a viewer that displays TIFF files E mail a TIFF File 1 Use the third party application to write or open the document to be faxed 2 Access the print options that allow you to select a printer 3 Select the brightfax Prin
124. ync Networks Inc Q Friday February 06 2004 4 15 34 AM as 8666557315 E Sync Networks Inc Q Friday February 06 2004 4 10 01 AM 45 8666557315 E Sync Networks Inc e Friday February 06 2004 4 09 59 AM 44 2036013126 E Sync Networks Inc Q Friday February 06 2004 2 40 49 AM 46 8666557315 E Sync Networks Inc Cl Friday February 06 2004 1 30 12 AM 46 2036013126 E Sync Networks Inc thursday February 05 2004 3 12 07 PM 45 2036013126 E Sync Networks Inc Hitresults 1 to 21 In the first field of the search bat you can enter a keyword to search for The search can be performed in any or all of the fields relative to the fax depending on which you choose with the Options button The available checkboxes are ANI DID DTMF Remote CSID Error Code Transaction ID 50 CHARLES RIVER CONSULTANTS E S YN Cnetworks CRC Managed Companies brightfax NO SOFTWARE NO HARDWARE NO MAINTENANCE You may check one or more of these fields You can also specify if you want to view all the faxes containing the keyword and received at any time or within a certain time range Clicking the arrow button at the right of the second field from the left in the search bar will give you the following selection of time ranges e All e Last 6 Hours e Last 12 Hours e Last 24 Hours e Last Month e Last 3 Months e Custom Check the box beside the desired time range and click the OK button or click the Cancel button to exit w

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