Equisys technical notes

Technical guidance, explanations and fixes for our products

HOWTO: Sending faxes from Time Matters

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ZTN1205

ID: ZTN1205

This Zetafax technical note applies to:

  • Zetafax 7.5.1.91

Summary

Zetafax enables you to submit faxes automatically to your Time Matters contacts using embedded addressing commands. With embedded addressing, your faxes can be sent to your selected recipients at once without having to manually address them.

This document is intended to guide you through

  • Sending a fax using Time Matters merge templates
  • Sending a fax using the Time Matters Insider button
  • Sending a fax using the Time Matters Copy to clipboard function
  • For information on how to send faxes to Time Matters contacts using the Zetafax client, please refer to:

  • ZTN1206-HOWTO Sending faxes from the Zetafax client to Time Matters contacts

  • ZTN1208-HOWTO Sending multiple documents as a single fax message

    For information on how to perform a fax merge using Microsoft Word or Corel WordPerfect please refer to:

  • ZTN1098-HOWTO Creating a fax shot in Microsoft Word using Mail merge

  • ZTN1209-HOWTO Creating a fax shot in WordPerfect using the Merge function

    More information

    Additional Zetafax technical notes are available from the Support pages of the Equisys website at www.equisys.com/support. For further information on designing and printing Time Matters reports, please refer to the documentation accompanying Time Matters or visit http://www.timematters.com/.

    Sending a fax using Time Matters merge templates

    To be able to send a fax automatically to your Time Matters contacts, without the need to address the fax manually, you will first need to set up a Zetafax fax coversheet template as a default Time Matters fax coversheet. Please refer to the following technical note for information on how to perform this operation:

  • ZTN1207-HOWTO Setting a Zetafax fax coversheet template as default Time Matters fax coversheet

    To send a fax using a Zetafax fax coversheet template set up as a Time Matters merge template:

    1. In Time Matters, display the contact list by going to Database> Contact List or by pressing the F5 button on the keyboard.
    2. Manually select the desired contacts or go to Process> Tag Records to tag the highlighted record or all the records in the list. As a result, the box on the left of each selected record will be checked.
    3. Go to Processes> Merge Records to display the Select Merge Template dialog box.
    4. Double-click the required Zetafax fax coversheet template from the list to start the merge process. This will launch your word processor, where the addressing fields will be automatically filled in.

    5. Once the merge is complete, print the merged document to the Zetafax printer using the File> Print command in your word processor. Zetafax will start sending the faxes immediately.

    Sending a fax using the Time Matters Insider button

    The Insider macro provides access to your Time Matters data from your word processor (Microsoft Word or WordPerfect). Once installed, a toolbar button and a menu option are added to your word processor to call the Insider while you are editing a document. Zetafax enables you to address your faxes and apply a fax coversheet template by using the Insider macro in your word processor. For further information on how to enable and use this macro, please refer to Time Matters documentation.

    Prior to using the Insider macro, please ensure that you have copied a Zetafax fax coversheet template to the Time Matters Formattable Clipboard. The procedure to do so is detailed in

  • ZTN1207-HOWTO Setting a Zetafax fax coversheet template as default Time Matters fax coversheet
  • Ensure that the Word or WordPerfect document that you wish to fax is open. Then:

    1. Click on the Insider button on the word processor toolbar to display the following dialog:
    2. Manually select the required records from the Contacts list or go to Process> Tag Records to tag the highlighted record or all the records in the list. As a result, the box on the left of each selected record will be checked.
    3. In the Template list, double-click on the template of your choice. This will automatically paste the selected template into the Word or WordPerfect document that you wish to fax, with the addressing details automatically filled in.

      Please note that the operation of pasting the template into the original document will be repeated for each individual contact selected, with each 'new' fax being appended to the original document.

    4. Make some final checks to ensure that:
      • Each subsequent fax starts with the %%[NAME:], %%[ORGANISATION:], and %%[FAX:] fields at the very top of the page.

      • Page breaks are in place where desired.
    5. Make any final changes to the original document as you see fit; once you are finished, select File> Print from the word processor toolbar and choose the Zetafax printer. The Zetafax Addressing dialog will be displayed, where before sending the fax you will need to confirm your selected recipients by highlighting them in the list of recipients. Zetafax will then start sending the fax(es) straightaway.

      Please note that you can override the Zetafax Addressing dialog by adding %%[SEND] at the very bottom of the document you want to fax.

    Sending a fax using the Time Matters Copy to clipboard function

    This is a quick variation of the method described above.

    1. In Time Matters display the contact list by going to Database> Contact List or by pressing the F5 button on the keyboard.
    2. Manually select the desired contacts or go to Process> Tag Records to tag the highlighted record or all the records in the list. The box on the left of each selected record in the list should be checked.
    3. Right-click on the contacts and select Copy to clipboard (or use the Ctrl+C keyboard shortcut). This will display the Select Clipboard Format dialog.
    4. Double-click on the clipboard format of your choice, then switch to the Word/WordPerfect document you wish to fax and select Edit> Paste (or use the Ctrl+V keyboard shortcut). This will automatically paste the selected template into the Word or WordPerfect document that you wish to fax, with the addressing fields automatically filled in.

      As previously explained, the operation of pasting the template into the original document will be repeated for each individual contact selected, with each 'new' fax being appended to the original document.
    5. Make some final checks to ensure that:
      • Each subsequent fax starts with the %%[NAME:], %%[ORGANISATION:], and %%[FAX:] fields at the very top of the page.
      • Page breaks are in place where desired.
    6. Make any final changes to the original document as you see fit; once you are finished, select File> Print from the word processor toolbar and choose the Zetafax printer. The Zetafax Addressing dialog will be displayed, where before sending the fax you will need to confirm your selected recipients by highlighting them in the list of recipients. Zetafax will then start sending the fax(es) straightaway.

      Please note that you can override the Zetafax Addressing dialog by adding %%[SEND] at the very bottom of each document you want to fax.

    Last updated: 24 July 2002 (MM)

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