This function allows you to prepare and send a fax to one or more recipients. This can be found from the Cobwebb Fax & Email Menu - Option 1.
The fax number can be entered directly (spaces may be included in the number for convenience), or indirectly by using a Directory short code. The short code may specify more than one fax number, this is known as a distribution list (see Work with Directory for more information). Sending a Fax comprises two steps:
1.Addressing the fax including the 'Header Page' details, destination, logo/signature, and date and time the fax is to be sent.
2.Typing the text using the Cobwebb Editor or IBM i spooled file that contains the fax text (you have the opportunity to revise the document).
In order to avoid repetitive keying, Cobwebb Fax remembers certain information from the last fax you sent (you may, of course, override this if need be). The cursor location can be specified at the most appropriate line for each user, in the Cobwebb User profile (see 'Send, position cursor').
The following data is shown on the queue record, and is used to identify the message on the queue: From, To, Attention, Reference.
Type the name of the person sending the message; this appears as part of the Standard Fax Format, prefixed by From.
This controls who can view or change the fax. Normal means only you; your 'manager' and Cobwebb Fax 'operators' have access to the fax. None means only you and your 'manager' have access to the fax. All means everybody has access to the fax.
This is the priority assigned to the fax. Hold denotes the fax is to be queued but not sent (until the priority is changed see Work with Queue). Low will place the fax last on the queue. High will place fax above any lower priority fax already on the queue.
Type the name of the addressee (company). This appears as part of the Standard Fax Format prefixed by ‘To:’
If a directory entry is selected, and if the Output directory description option has been selected in the Cobwebb User profile, the description for the selected directory entry will be output unless entered manually.
Type the name of the recipient of the fax. This appears as part of the Standard Fax Format prefixed by ‘Attn:’
If a directory entry is selected, and if there is an Attention for the directory entry, the Attention from the directory will be output unless entered manually.
Enter the subject, title or some other identifying text for the fax. This appears as part of the Standard Fax Format prefixed by ‘Ref:’
Specify the distant fax number. The following characters may be embedded:
= insert .5 seconds pause
_ insert 0 second pause
: wait for dial tone (required by some PABX)
For clarity, you may also insert spaces between numbers (e.g. 01 234 5678).
If you are using a PABX access code inserting an 'I' before the number will cause the PABX access code to be ignored, this is used to send a fax to an internal number on the PABX where the access code is not required.
When dialling via a PABX, you may need to prefix the fax number with a 9 (or some other digit), this can be done automatically by specifying the PABX access code in the System Parameters.
If you wish to retrieve fax numbers from the Directory, specify a short code prefixed with an asterisk (e.g. *ABC001). Should you wish to select one or more entries from the Fax Directory, press F4 (see Directory Keyword List for details).
If you are sending to a Group III fax machine that has been programmed with an answerback, enter the answerback here.
+ for more destinations
If, after specifying the first destination or following selection of one or more directory entries, further destinations are required, enter a + sign. The More Destinations screen will be displayed.
Defer delivery until
The current time is displayed, change the date or time to delay the sending of the Fax.
The user's department, if any (from the Cobwebb user profile), will be displayed.
Cover page logo
The Cover page logo is the cover page which comes before the first page of the fax. It contains the details (which can include the company logo) specified in the cover page (see Work with cover pages in System Maintenance). The Cover page logo specified in the Cobwebb user profile is normally used, if that is blank the System Cover page logo is used, if that is blank no Cover page logo is used.
Cover page signature
A Cover page signature is defined as Cover page which come at the end of the last page of a fax. A signature can be specified in the cover page. The Cover page signature specified in the Cobwebb user profile is normally used, if blank the System Cover page signature is used, if that is blank no Cover page signature is used.
Pressing Enter displays the Cobwebb Editor.
Exits the Send a Fax function.
Displays the Directory Keyword List from which one or more destinations may be selected.
Interfaces to the Work with Fax directory function allowing you to update the directory 'on the fly'.
If the option to Display edit options in the Cobwebb User profile is = N, the F9 function will be displayed. If F9 is pressed the Edit options screen will be displayed.
Exits the Send a Fax function.