Equisys Technical Notes

Technical guidance, explanations and fixes for our products

HOWTO: Using Embedded addressing.

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ZTN1011

ID: ZTN1011

This Zetafax technical note applies to:

  • Zetafax 6 and later

Summary

Like many fax packages, Zetafax has a Windows printer driver. Print from a Windows application, and a dialog box will pop-up asking you where the fax is to be sent. With the API this can be automated by including options such as the fax number in the document being printed. Zetafax will pick out the embedded addressing information and act upon it.

You can use embedded addressing to broadcast faxes from a database or using a word processor mailmerge so each recipient's copy will be personalised.

The Zetafax client program allows addressing instructions to be embedded into documents using FaxMerge commands.

Note: Embedded addressing is supported on Windows 2000 and 2003 Terminal Servers from Zetafax version 8.0.1 onwards. Previous versions of Zetafax do not support embedded addressing within a terminal session. However, for these versions, embedded addressing can be used in mixed mode. See the 'References' section below to enable this.

Use without the API

Limited support for embedded addressing commands and DDE is standard in Zetafax.  Further features can be used when the API add-on licence is installed on the Zetafax Server. This technical note lists both sets of commands separately in the next section.

The concept

Word processor and other applications' documents may contain commands to indicate where a fax should be sent, together with a wide range of settings such as the time of sending, priority, resolution, coversheet and letterhead to use.  If these commands are used in a document, they must be typed in the appropriate syntax  (e.g.%%[Fax: 020 7203 4005])

When the document is " printed" using the Zetafax Printer driver, the addressing commands are used by the Zetafax client program in place of the addressing dialog boxes.  Provided adequate details are given using embedded addressing, no dialog boxes will be displayed and the fax or faxes will be submitted to the fax server automatically.

Options commands

The embedded addressing commands are similar in syntax to entries in SUBMIT files.  They are enclosed in the special characters %%[ ] to distinguish them from printable text.  The embedded addressing text does not appear on the faxes produced by Zetafax.

More information

The following commands are available on all Zetafax configurations:

Format:

%%[TO: fax, recipientname, organisation]

where fax is the fax number to send the fax to, recipientname is the person the fax is addressed to and organisation is that person's company or organisation - fax, recipientname and organisation may each appear in double quotation marks if required.

Purpose:

Specifies the fax number to use and the details of the recipient which are put on the fax cover sheet and at the top of each page of the fax (cf the To: field on the Zetafax addressing dialog box)

Example:

%%[To: 020 7203 4005, Hal Hunter, Equisys plc]

Format:

%%[FAX: fax]

where fax is the fax number to send the fax to.

Purpose:

A subset of and alternative to the %%[To:] command above.

Example:

%%[Fax: 020 7203 4005]

Format:

%%[NAME: recipientname]

where recipientname is the person the fax is addressed to.

Purpose:

A subset of and alternative to the %%[To:] command above - used with the %%[FAX] command.

Example:

%%[Name: Hal Hunter]

Format:

%%[ORGANISATION: organisation]

where organisation is the recipient's company or organisation.

Purpose:

A subset of and alternative to the %%[To:] command above - used with the %%[FAX] command.

Example:

%%[Organisation: Equisys plc]

The remaining options commands are only available if the API is licensed:

Format:

%%[FROM: sendername]

where sendername is the originator of the fax - it may appear in double quotation marks.

Purpose:

Specifies the name which is put on the fax cover sheet as the sender of the fax (cf the From: field on the Zetafax addressing dialog box).

Example:

%%[From: Sam Smith]

Format:

%%[COVERSHEET: coversheet]

where coversheet is the name of the file to be used to generate a coversheet for the fax (1 to 8 characters long) or blank for no coversheet -  coversheet may appear in double quotation marks.

Purpose:

Specifies what coversheet to generate for the fax onto before sending.

Example:

%%[Coversheet: COVSHEET]

Format:

%%[LETTERHEAD: letterhead]

where letterhead is the name of the file to be used as the letterhead (1 to 8 characters long) or blank for no letterhead -  letterhead may appear in double quotation marks.

Purpose:

Specifies what letterhead to merge the fax onto before sending

Example:

%%[Letterhead: LETTHEAD]

Format:

%%[QUALITY: quality]

where quality is one of DRAFT, NORMAL or HIGH.

Purpose:

Specifies the resolution to be used when sending the fax, in the same way as the " Resolution" button on the client sending options dialog box.  For fax, DRAFT and HIGH will normally force the fax to be sent at standard (100x200 dpi) and fine (200x200 dpi) resolutions respectively, whilst NORMAL will send at whichever resolution has been specified by the system administrator in the system initialisation file.

Example:

%%[Quality: NORMAL]

Format:

%%[PRIORITY: priority]

where priority is one of URGENT, NORMAL or BACKGROUND.

Purpose:

Specifies the priority to be used when queuing the fax, in the same way as the " Priority" button on the client sending options dialog box. 

Example:

%%[Priority: NORMAL]

Format:

%%[AFTER: time] or %%[TIME: time]

where time specifies the earliest time that the message should be sent, for deferred sending.  The format of the time field may be one of the following:

hh:mm:ss

(given time today)

yy-mm-dd hh:mm:ss

(date and time specified)

OFFPEAK

(as defined in SETUP.INI)

If the time field is omitted the message is queued for sending immediately.

Purpose:

Specifies when the message is to be sent.

Example:

%%[After: 94-04-01 18:00:00]

Format:

%%[HEADER: header]

where header is one or more of No, To , Fr , Da and Ti.

Purpose:

Specifies the header to appear at the top of each page of the fax, in the same way as the " Header" button on the client sending options dialog box.

No

page numbering (n/N)

To

name of recipient

Fr

name of sender

Da

date

Ti

time

Example:

%%[Header: NoToFrDa]

Format:

%%[ATTACH: files]

where files is a comma separated list of graphics files to attach to the fax.

Purpose:

Specifies the attachment files in the user's private graphics directory (Z-GRAPH) or in the system graphics directory, in the same way as the " Attach" button on the client sending options dialog box. The file names should be given without any extension - the Zetafax server will automatically choose "G3F" or "G3N" as required.

Example:

%%[Attach: INFOPACK, PRICES]

Format:

%%[CHARGE: chargecode]

where chargecode is the charge code to be used for the fax

Purpose:

Specifies the charge code to be used when queuing the fax, in the same way as the " Charge" combo box on the client addressing dialog box. 

Example:

%%[Charge: SALES]

Action commands

These remaining commands may be used within a document to split it into a number of faxes. 

Format:

%%[SEND]

Purpose:

Indicates that the document being printed should be split at the foot of this page and submitted as a fax.  The remaining page or pages will be treated as a separate fax or faxes.

Example:

%%[Send]

Format:

%%[PREVIEW]

Purpose:

Indicates that the document being printed should be split at the foot of this page and submitted as a fax for preview.  The remaining page or pages will be treated as a separate fax or faxes.

Example:

%%[Preview]

Format:

%%[DISCARD]

Purpose:

Indicates that all the text between the start of the document and this point should be discarded by the Zetafax Client. This is useful if you want the embedded addressing commands to be on a different page than the rest of the document, so that they do not affect the layout of the document you are sending. With this command, the Zetafax Client will use the embedded addressing commands to address the fax, but will not send the page they appear on.

Example:

%%[Discard]

References

For additional information on automating faxing, please see the following Zetafax technical notes:

ZTN1013-HOWTO: Using ZSUBMIT.

ZTN1032-HOWTO: Using DDE.                                                                                     

Last updated: 16 June 2004 (EB/SV)

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