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Zetafax allows you to archive every fax sent or received on disk, allowing you to retrieve them days or even months later. You can also print faxes automatically on any network printer, with an optional status page giving the connection time and details.
Logging and billing
Zetafax has a variety of ways of allowing users or the system administrator to keep track of fax usage. Every fax submitted by a user stays in their Out window until they delete it, allowing them to view what was sent and to retrieve the transmission history. The logging facility allows users to check whom they have sent faxes to, and administrators can obtain a list for all users. Finally, the billing log has an entry made for every fax which is sent, including details such as the fax number and connection time; for more information, see Billing log.
The archiving feature works in addition to these mechanisms, and is configured on the Zetafax Server. It stores a copy of every fax sent and/or received, exactly as transmitted. The fax itself is saved as a graphics file, which can subsequently be viewed or printed, and a transmission history for the fax is saved in a separate file. If you wish to keep a copy of faxes on disk, it is best to use this central archiving feature and to encourage users to tidy up their In and Out windows regularly.
Archiving is configured using the Zetafax Configuration program.
•Launch the Zetafax Configuration program (Start menu, Programs submenu, Zetafax submenu).
•In the left pane, click Server Settings.
•In the right pane, double-click on Archiving of messages received or sent.
•The archiving configuration dialog will appear.
The dialog lets you enable archiving for faxes received or sent independently. You would normally select the Save fax images with transmission reports option - otherwise the transmission report will be saved, but you will not be able to view the contents of the fax.
The archive files are created in the directories specified in the dialog - by default these are zfax \SERVER\Z-RECD for received faxes and zfax \SERVER\Z-SENT for sent faxes. A separate sub-directory is then created for each day, with a name of the form yymmdd ; for example, faxes received on the 1st October 2000 would be stored in the directory zfax \SERVER\Z-RECD\001001. Here zfax is the root Zetafax Server installation folder (e.g. C:\Program Files\Zetafax Server).
Each fax sent or received by Zetafax is given a message ID , which is an eight character code, and is unique for each message submitted to the Zetafax Server. The message ID is displayed on the message information and log display screens on the Zetafax client, and also stored in the billing log.
Two archive files are created for each fax; one contains the transmission history (with extension .CTL), and the other is a TIFF format graphics file containing the fax itself (with extension .G3N or .G3F). The main part of the file name is the eight character message ID.
Archived files may be retrieved and viewed by any user who has access rights to the archive directories by using the Zetafax client.
•Select the relevant archive folder using the Folder list window in the Zetafax client. Select the folder to view for the required day and Zetafax will display the archived faxes for that day in the Filed window.
The Comment field displays the name of the user who sent or received the fax, and the original description (e.g. "To: Fred Smith" or "From: Smith and Sons"). The name of the archive file is also displayed, which allows you to find the correct message if you already know the message ID.
Once the correct message is found you can view it, print it, or look at the message transmission history in the same way as for entries in the In or Out windows.