The fastest way for us to get started is to open the World Fax Wizard. Then we can take a small tour to see the different steps and setup our first job.

Starting the World Fax Wizard

For now, we will start the World Fax Wizard from the Windows Start Menu.

As you get more familiar with World Fax, you will learn:

How to use the World Fax Capture Printer Driver to create fax documents (TIF files) and start the Job Setup Wizard automatically. How to save time by using Job Templates (the settings from previous jobs) as the basis for your new jobs.

To Start the World Fax Wizard from the Windows Start Menu:

1.Go to the Start Menu

2. Go to Programs | World Fax, then select "World Fax Wizard".

3. The wizard will start with blank settings so that you can create a new job.

Opening Screen

The Job Setup Wizard opens with the following screen.

There is a Job Name box in the upper portion of the screen and a main window that lists the available Templates.

There are buttons for changing your Logon Information and Options in the upper right, along with a Help button.

There are also control buttons for working with the template files.

To learn more about these topics, we'll look at them individually.

Click the Next button to move to the next step in the Job Setup Wizard.

Entering a Job Name

In the Job Name box, enter a name for the job.  For example, type in a new job name called My First Job.

Note: To avoid confusion, give the jobs unique names (even though World Fax automatically generates a unique tracking number for each job when it is submitted to the server).

When ready, click Next to go to the Select Documents step.

Logon Info

This is the information used by the World Fax Client modules to connect to the World Fax Server.  Make sure your password is correct for the User Name you are using to logon.

Server Address: here you should put computer name or IP address of the computer where World Fax Server is installed and to which World Fax Server you are sending this job (that is in case if you have access to more than one World Fax Server).

 

 

User: Your World Fax User name. If you do not know your User Name ask World Fax Administrator. By default after the installation there is only one user - Administrator. User’s profiles can be created in World Fax User Manager on World Fax Server Computer.

Password: Type password for this World Fax User. By default after the installation there is only one user and there is only one user administrator and there is no password.

  User and Password do not have anything to do with NT users and passwords. World Fax uses its own users database.

Options

Shows you two tabs: Contacts and World Fax Printer

Contacts: gives you possibility to select source of data you want to import to World Fax.

World Fax Printer: allows you to toggle the setting for "Automatic Previewing of Documents Printed to World Fax Capture".  The default is for this setting to be ON.

Selecting a Template

Job Templates are simply "packages" of all of the settings associated with a particular job such as the location of the fax documents and fax lists, the schedule, the sender information, number of retries, etc.  At first, only the "Default Template" is shown.

The Default Template consists of the DEMO.TIF fax format file, the DEMO.FAX list of recipients and all of the default Job Parameters. When you click on a template from the list, all of the settings associated with the template are automatically entered into the appropriate places in the Job Setup Wizard.

Tips

The "Tips" window pops up automatically the first time you use the Job Setup Wizard to give you a helping hand.  You can toggle the Tips window on and off by using the Help "Question Mark" icon.

Select Documents Screen -- Overview

The Select Documents screen allows you to specify the fax format files that you want to send for the fax broadcast.

For information on the types of fax format documents that World Fax supports, see the chapter called "Managing Your Fax Documents". 

This chapter also has instructions for using the World Fax Capture printer driver -- this is the most common method you will use for creating fax format documents.

Summary of the Select Documents Toolbar Buttons

Icon	Function	Description
	Adds Files to Fax	Click this button to insert additional fax documents into the list.
	Remove Document	This removes the selected file from the document list.  It does not delete the file from your hard drive.
	Change Order of Documents	Click on the file you want to move, the click the Up or Down arrow button to change the order in which the faxes will be sent.
	View Document	Click on a file, then click the eye button.  This opens the selected file in the Viewer for a detailed look.

Select Documents Screen -- Selecting Additional Documents

The Select Documents screen lets you specify additional documents that you want to fax. These document images have to be in one of the formats that World Fax supports: TIF, PCX, DCX, or TXT.  (Also see "Handling scanned documents and image files created in other programs")

Click the Add button to open the Selection window.

We've also assumed that the fax document exists in the default folder "C:\Program Files\World Fax Client".

If your document is in a different location, go to that location using the "Look in" box.

Select the additional files you want (demo.tif and doc1.tif in this example) so that they appear in the "File name" text box.

Hint:  You can select multiple files by holding down the Ctrl key while you are clicking.

When you have finished selecting files, click Open.

You will be returned to the Select Documents screen with your files added to the document list.                 

Click the Next button to move to the next step.

Selecting Recipients Screen -- Overview

Overview

The Select Recipients screen lets you select a fax list for your job.

Click the Add button to choose the file that contains your fax numbers.

You can also type numbers into the "Extra Fax List Numbers" fields.

To import data from Act, Excel, Goldmine, Maximizer or Outlook choose type of contact manager in Options\Contacts and click button Import. For more information please check files in folders:Documentation\AddOn on your World Fax Installatin CD or on the website http://www.World Fax.com/documentation.html.

To Select a Fax List

After clicking the Add button you will get the screen shown below.  Select the file that you want (trial.fax in this case) and click Open.

You will be returned to the Select Recipients screen with the file appearing in the Fax List Name Window

Selecting Recipients -- Understanding the Fax List format

Understanding the Fax List format used by World Fax

World Fax lets you specify multiple fax lists per job. This lists have to be readable by World Fax -- which means that the format should be a plain text file with commas separating the fields for fax number, contact/company name and other information.

For important information on the correct format of fax list files and how to create them, see the chapter called "Managing Your Fax Lists".

For an example, look at the file called "demo.fax" -- which is ready for faxing. 

Note:  While not required, it is convenient to give your fax list files the extension ".fax" or ".csv" so as to distinguish them from other text files on your hard drive.

Selecting Recipients Screen -- Viewing the fax list and other options

The buttons on the toolbar allow you to do the following:

Icon	Function	Description
	Add Fax List	Click this button to select a recipient fax list.
	Remove Fax List	This removes the fax list from the screen.  It does not delete the file from your hard drive.
	View Fax List	Click the eye button to opens the fax list in the Viewer for a detailed look.
	Change the Order of the Fax Lists	Click on the file you want to move, the click the Up or Down arrow button to change the order in which the fax lists will be sent.
	Starts Import Manager	Click this button to start Import Manager and import data from contact managers to fax list file. Before that you must install addon files for your contact manager.

Viewing the Fax List

Selecting View will bring up the World Fax Fax List Viewer with the fax list automatically loaded. It shows the Total Lines in your phonebook and lets you manage the entries. You can add/edit/delete entries, maintain a "Do Not Fax" List and more. For full details, see the topic "Using the World Fax FaxList Manager".

Prefixes and Suffixes

In the absence of any prefix settings, World Fax dials the fax numbers exactly as they appear in the fax list.

If you have to dial a 9 to get an outside line, than you can enter this in the prefix field as "9," where the comma represents a 1 second pause.  If you have a different number for local faxes and long distance faxes, then you will either have to enter the prefix directly in the phonebook or separate your phonebook into two separate files -- one for local and one for long distance.

You can also specify a Suffix for World Fax to dial after the main number has been dialed.  This is typically used for billing codes or long distance savings plans. For example, you might have to add ",02" to your numbers so that the accounting department knows to charge the phone costs to the marketing group's budget.  Again, the comma represents a one second pause.

Note:  World Fax does not apply prefixes and suffixes to numbers that you type into the "extra fax numbers" fields.

Extra Fax Numbers

World Fax lets you type in a few extra fax numbers in addition to or instead of the regular fax list. This can be useful for sending test faxes or for quick single faxes.

For example, you can add one extra "outside" number (732-8043) in order to send a test to yourself. 

If necessary, remember to add the "9," prefix and ",02" billing code.

Click Next to move on.

Setting Job Parameter

These four "tabs" or "screens" of information allow you to specify the settings for your job. The three tabs are:

When done specifying job parameters, click Next or Finish.

The next few sections will explain the various job parameters.

Job Parameters -- Main Parameters Screen

Retries

On the Main Parameters screen, we will set the number of automatic retries for our job to be 2.  World Fax performs the retries only after first trying all entries in the fax list at least once.  This is better than regular fax software which does retries "on the spot" -- if a fax number is busy, it doesn't make sense to try again right away.

Priority

World Fax allows you to set the job's priority level.  For an explanation, see the topic "Managing Jobs using Priority".  For our example job, we will leave the priority setting at the default of 5.

Resolution

If quality is the most important factor, choose "Fine" mode (200 dpi).  If speed is the most important, choose "Standard" mode (100 dpi).

Start job at line

World Fax normally starts at the beginning of your fax list and stops at the end.  This parameter allows you to start at some other line in the fax list.  The default value of 0 tells World Fax to ignore this parameter.

Stop job at line

World Fax normally starts at the beginning of your fax list and stops at the end.  This parameter allows you to stop at some other line in the fax list.  The default value of 0 tells World Fax to ignore this parameter.  Used together with the start at line number, you can precisely control how your job is sent. 

For example, say you have 1000 customers that you want to fax over the period of two weeks. You don't want to send them all in one night because your salespeople probably wouldn't be able to handle the volume of expected responses adequately.  Therefore, you decide to fax at a steady rate of 100 per day.  On day #1, you "start at" line 1 and "stop at" line 100.  On day #2, you "start at" line 101 and "stop at" line 200.  You continue until the final day when you "start at" line 901 and "stop at" line 1000 (or you can just enter a 0 for the last day).

Send Local

If you uncheck this box, you can prevent World Fax from sending to the local numbers within a fax list.  This option requires that you have configured the Dialing Rules (location.ini) to distinguish between local and long distance numbers.

Send Long Distance

If you uncheck this box, you can prevent World Fax from sending to the long distance numbers within a fax list.  This option requires that you have configured the Dialing Rules (location.ini) to distinguish between local and long distance numbers.

Show Header Line

This controls whether World Fax displays a To/From header line at the top of the fax.  This is a required field in most countries.  However, if your local law permits you to include the same To/From information elsewhere in the fax (where you could use a nicer font for example), then you could turn off the header line in order to achieve a "cleaner" look.  The "Sender Name" that appears at the top of the fax is specified on the Sender Info screen.

Subject (for E-mail Only)

For an e-mail broadcast, this field is used as the Subject line for the e-mail.

Job Parameters -- Schedule Screen

The Schedule lets you restrict the hours and days when your job can be active. By default, there are no restrictions -- the job will start sending immediately.

You can schedule up to two sending periods per day. This lets you send the job when rates are cheapest or to avoid busy periods such as standard office hours.

Notes:

Schedule Example

For our example job, we define a schedule that shows some of the variations that can be used:

Note:

The schedule restricts when the World Fax Server is active for that job. If World Fax has already submitted a large number of faxes into the fax board queue before it goes inactive, those faxes will continue to be sent as long as the CAS 2.0 Server is still loaded. Therefore, you can adjust the stop times back a little to allow enough time for the queue to "empty out".

Job Parameters -- Sender Info Screen

This screen defines your sender information.

When done, click Next or Finish.

Finish screen

The last step of the wizard is the finish screen. 

You can save the job information in a template, send a trial fax and submit the job to the server.

The text box indicates if the job is ready to go.  If World Fax detects any errors in the setup of a job (such as missing documents, incorrect schedule settings, etc…), it displays a message here.

Finish Screen -- Saving the Job as a Template

If you want to keep your job settings for a future job, then you can save a template for the job.

To save the job as a template:

Finish Screen -- Sending a Trial Fax

A trial fax allows you to test the job without starting the entire broadcast.

To send a trial fax:

Finish Screen -- Sending the Job

To Send the Job
Make sure the trial fax box is not checked.

Press the Send button to submit the job to the World Fax Server.

You will see a "Sending Job Parameters" progress bar.

Once the Wizard has finished sending the job files to the Server, a message like the following will be displayed:

At this point you can use the World Fax Client to track and manage the job.  That will be the topic of the next section.