Our fax broadcast software has been designed and optimized for the purpose of sending the same information to a large number of recipients.   You simply, create your document, print it to a special printer (WorldFax Capture), choose the list of recipients, set a few options to suite your needs, send a test fax to yourself and then release the broadcast, which uploads to our systems.  You are then able to monitor the progress of your fax broadcast, pull customized reports and retry failed fax calls.

The process begins by printing your document to a special printer called “WorldFax Capture”, that you will find listed in the print window of any Windows program with printing capabilities.  Your fax is then displayed, so you can see exactly what will be transmitted to your recipients.  After closing the display window, you will see the program wizard, which will guide you through the process. 

In the WorldFax Wizard window, you will see a section labeled “Job Name”.  In this box, enter a descriptive name to identify this particular fax broadcast.  This name will be displayed in the fax client management console.  In the lower section of the “Select Documents” windows, a generic name of “Doc1.tif” or “Doc2.tif”, depending on the number of faxes you have printed, along with the folder name that the document is in, will be displayed. Use the tool bar just above the document list to add, remove, view or change the order of the documents that will be sent to your broadcast list.  NOTE: Only fax file formats such as tiff, dcx or pcx can be successfully sent in this manner.  Files such as MS Word (doc), MS Publisher (pub) or other proprietary formats created by other programs cannot be understood by the fax system and will fail if the upload is attempted. 

Use the buttons listed at the bottom of the Select Documents windows to navigate to the next screen or return to the previous screen.  Click on next to continue to the “Select Recipients” screen.  Here you can add a previously created text formatted fax list, or import a list from several different sources, using the Import button.  The software can import lists from programs such as MS Excel, Act, Goldmind and Outlook.  Please see the CD for specific instructions for the appropriate application.  Extra recipients can also be added at this screen, using the “Extra Fax” button.  Note: Fax lists must be imported or must be in comma delimited  text format, and correct order (fax, name, company name) to be able to be used with the fax system.  Any proprietary formats from other programs will fail.  Click next to move to the next screen.

On the “Set Job Parameters” screen several different parameters can be set and customized for each job.  Set the “Retries” number to the number of times you want to try each number if it fails to deliver the fax, we suggest at least 3.  Each fax job can be given a “Priority” number, the default is 5 and all regular users are restricted to priorities of 5 - 10.  The transmitting resolution can also be set, the default is the “Fine” mode.  This will send your faxes at 200 x 200 dpi, but will increase the time it takes to deliver each fax and will also increase the total cost of the fax broadcast.  We suggest sending a test fax to yourself in the “Standard” mode and if the fax is received clearly, then releasing it in the standard mode will reduce costs and also reduce the time it takes to completed the fax job.  Other advanced settings on this tab need not be changed, please refer to the documentation for  their use.  Clicking on the “Job Schedule” tab will display the screen where you can set the day and time you would like the fax to start and stop if needed.  Leave this screen blank if you would like the broadcast to start immediately.  All times must be entered as military time.  Click on the last tab, labeled Sender Info.  In this screen you enter the “Sender Name”, you want to appear on the top of the fax.  You can also enter the “Local CSID”, usually the same as the sender name; this is displayed on the LCD screen of some fax machines.   Please refer to the documentation for other advanced features.  Click next to move to the final screen.

On this “Finish Job Setup” screen you can view any errors in the job setup or the screen will show “No Errors Detected”.  You have the option of saving the job parameters as template to use again for a similar fax broadcast.  We suggest sending your self a trial fax, by clicking in the “Send Trial Fax” check box, and then clicking on the “Trial Default” button to enter the fax number the trial fax should be sent to.  Once you have entered the trial fax number, click on the “Send Job” button and only the trial fax will best sent at this time, because the Send Trial Fax box was checked.  Once the trial fax has been received and reviewed, uncheck the Send Trial Fax box and click on the Send Job button to upload the fax broadcast and start the deliveries.

To view the status of your faxes go to the Windows Start button, select Programs, select WorldFax 7, then select WorldFax Client.  When the Fax Management Client opens, click on the Jobs icon on the left side of the screen.  All of you fax jobs will be displayed.  Click on the Refresh icon at the top of the window to update the screen.  You can also click on the Auto button (not recommended) to have the screen update every few seconds. 

To pull a report on a completed fax job, click on the desired job, then select Tools from the top menu, and click on Crystal Reports.  You will have the choice of several predefined reports.

To retry failed faxes from a completed fax job, click on the desired job, then click on the FaxList icon on the tool bar, just above the status window.  In the Create Fax List window, make sure to select the top choice “Failed Messages” to create a fax number list of failed fax calls.  Make sure the Resubmit Job with Created Fax List, box is checked, and click on OK.  The familiar job wizard will then be displayed, this time with all of the original documents and settings filled in.  The fax list will be the only changed item, and will be named with the prefix “Error_” with and the original job name.  Please reference the documentation on the CD or our website for any advanced features.