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Captaris® RightFax® Quick Reference Guide Client for Lotus® Notes® QUICK REFERENCE GUIDE

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QUICK REFERENCE GUIDE

Captaris® RightFax® Quick Reference Guide

Client for Lotus® Notes®

Faxing from Notes 1 Open your mail database and display your RightFax Faxing folder. 2 Click the New RightFax Fax button in the Action bar, or on the Actions menu, click Fax Tools, and then New RightFax Fax. This opens a new memo and displays the Fax Information dialog box. 3 In the Fax Information dialog box, add one or more fax recipients and specify your cover sheet options, library document attachments, and other sending preferences. Click OK to address the message. If you want to make changes to the fax address or sending options, click the Fax button in the New Memo Action bar to open the Fax Information dialog box. If you want to send a fax message to an e-mail destination, click the New RightFax Document button in the New Memo Action bar and enter the e-mail address you want. Faxes are sent to e-mail addresses as file attachments. 4 Complete the Subject line and type the body of the message. File attachments in the message will be converted to fax format and added to the end of the fax in the order they are listed. 5 When the message is ready to send, click the Send button. When you create a new fax (described above), Notes opens the Fax Information dialog box. This dialog box lets you select one or more fax addresses from your address books or manually enter fax address information. You can also specify your cover sheet options, add library document attachments, and customize several other sending preferences.

Addressing a Fax Fax transmission settings

Select cover sheet options

File attachment options Add new fax address to specified phonebook

Select phonebook Select fax domain

Add new fax address to the recipient list only Fax addressing information

Addresses of primary fax recipients

Clear all address information Add address to specified list

Remove only the selected addresses from the recipient list

Remove all addresses from the list

List addresses in the selected phonebook

To Address a Fax to a Contact in Your Phonebook 1 In the Fax Information dialog box, click the Send To tab. 2 Select the phonebook or address book you want from the Active Phonebook list and a fax domain from the Domino Domain list. 3 Click the Add button next to either the to: or cc: fields. This opens a list of all addresses in the selected phonebook. 4 Place a check next to each of the addresses you want, click Add, and then click OK to enter them in the specified address box. You can select entries from different address books.

To Address a Fax to a New Contact 1 In the Fax Information dialog box, click the Send To tab. 2 Under New Entry, select either Add to Fax Recipient List Only or Add to Fax Recipient List and to Active Phonebook depending on whether or not you want the new address to be added to the selected phonebook. 3 Type the name, fax number, and other addressing information in the boxes provided, and specify a fax domain in the Domino Domain box. 4 Click the to: or cc: button depending on how you want the address to be added to the fax.

Adding Cover Sheets A fax cover sheet can be automatically generated and added to the beginning of each of your faxes. The cover sheet typically identifies the fax sender, the intended fax recipient, and contact information for the sender and sender’s organization. Your fax administrator can restrict your ability to change cover sheet styles or settings, so you may not have access to change some or all of the cover sheet options.

Select a cover sheet Specify a resolution for the cover sheet

Your name and other contact information

Cover sheet notes (this text will appear in the message “Subject” line)

To Customize the Fax Cover Sheet 1 In the Fax Information dialog box, click the Cover Sheet tab. 2 In the Select a Cover Sheet list, select the file name of the cover sheet. 3 Set the cover sheet resolution in the Resolution box. Higher resolution cover sheets are easier to read but take longer to transmit. 4 Under From info, type your name, voice number, fax number, and your company’s fax number as you want them to appear on the cover sheet.

Sending Library Documents Library documents are frequently used documents that your RightFax administrator has stored on the server for easy access. Marketing materials, price lists, and product specifications are commonly stored as library documents. To Add Library Documents to a Fax 1 In the Fax Information dialog box, click the Options tab. 2 Click the Add button on the right side of the Library Docs box. 3 Place a check mark next to each library document to attach, and then click OK. The library documents you select will be added to the end of your fax in the order they are listed.

Specifying Billing Codes Billing codes may be used by the RightFax administrator to identify the sender, the recipient, or the content of documents. Billing codes do not normally appear in your documents but are stored with the document. To Add Billing Codes to a Fax 1 In the Fax Information dialog box, click the Options tab. 2 Under Billing Codes, type one or two billing codes in the boxes provided, or click the Edit button to select from a list of available billing codes.

Adding Overlay Forms Overlay forms are image files that combine with your document so the two images appear together. Company letterhead is a commonly used overlay form. You can add one overlay form per document. To Add an Overlay Form to a Fax 1 In the Fax Information dialog box, click the Options tab. 2 Select the overlay form you want from the Overlay Form list.

Receiving Faxes in Notes When incoming faxes are routed to your Notes mailbox, they are delivered as e-mail messages with file attachments. This file attachment is your fax. To Identify Fax Messages Sent and received fax messages are marked with special icons.

Received fax Sent fax Draft fax

To View a Received Fax in Notes 1 In your mailbox, open the mail message containing the fax file attachment. 2 Double-click the attachment icon to open the Attachment Properties dialog box. Click Launch, and the fax will appear in the fax viewing application that your computer has associated with TIFF files.

Previewing Faxes You can preview faxes before they are sent. This lets you check the appearance of your faxes before sending them. To Mark a Fax for Preview 1 In the Fax Information dialog box, click the Options tab. 2 In the Hold for Preview box, select Yes.

To Preview a Sent Fax 1 In your mail database, select Fax Tools and click Real-Time Fax Status in the Action menu. This opens a view of your sent documents that are stored on the RightFax server. Alternatively, you can open Real-Time Fax Status by clicking the View Real-Time Fax Status button located in the Faxing folder of your mail file database. 2 In the Held for Preview list, select the fax, and then click the Release button.

Monitoring Faxes You can monitor the status of your sent faxes as they are processed on the RightFax server. To View the Status of Faxes In your mail database, open the RightFax folder click Faxing. On the action bar, click the View Real-Time Status button. This opens a snapshot of your sent documents on the RightFax server, which lists faxes that have been sent and the status of faxes that are in process. Each fax includes a message that describes its status on the server.

Captaris sales representatives are eager to answer your questions and recommend solutions that can help meet your specific needs. If you are interested in finding more information about Captaris solutions, locate the product sales representative for your region. • Africa, Middle East and India: + 971 439 002 80 • Asia: + 852 282 482 23 • Australia and New Zealand: + 61 293 151 111 • Benelux and Nordics: + 31 347 324 212 • Central Europe: + 49 171 496 0869 • Eastern Europe: + 44 796 872 8653 • Japan and Korea: + 1 303 949 1120 • Latin America: + 1 520 320 7094 • Southern Europe: + 31 347 324 201 • United Kingdom, Ireland and Israel: + 44 1296 621 100 Captaris, Inc. is a leading provider of software products that automate document-centric business processes. Captaris specializes in document capture, recognition, routing, workflow and delivery. Captaris integrated solutions provide interoperability with leading line of business applications and technology platforms. Captaris products include RightFax, Captaris Workflow, Alchemy, FaxPress, DOKuStar, RecoStar, Single Click Entry and IDStar, which are distributed through a global network of leading technology partners. Captaris customers include the entire Fortune 100 and the majority of Global 2000 companies. Headquartered in Bellevue, Washington, Captaris was founded in 1982 and is publicly traded on the NASDAQ Global Market under the symbol CAPA. www.Captaris.com. ©2008 All rights reserved. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language in any form by any means without the written permission of Captaris. The following are registered trademarks and trademarks of Captaris Inc. and its subsidiaries: Captaris, the Captaris logo, Alchemy®, Captaris WorkflowTM, RightDocsTM, RightFax®, RightFlowTM and RightStarTM in the US and/ or other jurisdictions. FaxPressTM is a registered trademark of Castelle. RecoStar, DOKuStar, DOKuStar Capture Suite, Single Click Entry, and Invoice CENTER are registered trademarks and trademarks of Captaris Document Technologies GmbH. All other brand names and trademarks are the property of their respective owners.