The information and content in this document is provided for informational purposes only and is provided "as is" with no warranties of any kind,

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1 ADMINISTRATOR GUIDE Find out how you can manage and customize GFI FaxMaker Online. Tweak settings according to your requirements and troubleshoot any issues encountered.

2 The information and content in this document is provided for informational purposes only and is provided "as is" with no warranties of any kind, either express or implied, including without limitation any warranties of merchantability, fitness for a particular purpose, and non-infringement. GFI Software disclaims and in no event shall be liable for any losses or damages of any kind, including any consequential or incidental damages in connection with the furnishing, performance or use of this document. The information is obtained from publicly available sources. Though reasonable effort has been made to ensure the accuracy of the data provided, GFI makes no warranty, promise or guarantee about the completeness, accuracy, recency or adequacy of information contained in this document and is not responsible for misprints, out-of-date information, or errors. GFI reserves the right to revise or update its products, software or documentation without notice. You must take full responsibility for your use and application of any GFI product or service. No part of this documentation may be reproduced in any form by any means without prior written authorization of GFI Software. If you believe there are any factual errors in this document, please contact us and we will review your concerns as soon as practical. GFI and GFI FaxMaker Online are trademarks or registered trademarks of GFI Software or its affiliates in the US and other countries. Any other trademarks contained herein are the property of their respective owners. GFI FaxMaker Online is copyright of GFI Software GFI Software. All rights reserved. Document Version: 2.1 Last updated (month/day/year): 03/28/2018

3 Contents 1 Introduction About Terms and conventions used in this manual 5 2 Getting Started with GFI FaxMaker Online System requirements Administration Users Logging in Forgot password Adding more fax numbers Subscription information Monthly subscription Annual subscription Porting existing fax numbers Step 1: Specify the list of numbers to port Step 2: Send Letter of Authorization & Customer Service Record Step 3: Porting process completion 9 3 How to send faxes Via Using the ios or Android apps Outbound Web Services Important notes for sending faxes Specifying fax recipients Sending fax via Examples Transmission reports 14 4 Receiving faxes Receiving faxes via Inbound Web Services 16 5 Monitoring Fax Activity Fax Pool Overview 18 6 Activity Log Outbound Activity Inbound Activity 21 7 Reports Summary report Detailed report 24 8 Users Adding new users Adding users one-by-one Import users in bulk User credentials User details User faxing settings 34

4 8.5 User Coverpage Creating a coverpage User Notifications User date and time settings Suspending users Removing users 42 9 Administrators Adding administrators Administrator Details Locking administrators Removing administrators Departments Administrators with full access Adding departments Department Details Department Fax Settings Department Coverpage Department Notifications Department Date Removing departments Troubleshooting and support Introduction Knowledge Base Web Forum Request technical support Glossary Index 62

5 1 Introduction 1.1 About GFI FaxMaker Online is an online fax server that enables you and your company's users to send and receive faxes. Follow the easy steps in this guide to find out how to configure GFI FaxMaker Online. Tweak settings according to your requirements and troubleshoot any issues encountered Terms and conventions used in this manual Table 1: Terms and conventions used in this manual Term > Step by step navigational instructions to access a specific function. Bold text Italics text Code Items to select such as nodes, menu options or command buttons. Parameters and values that you must replace with the applicable value, such as custom paths and file names. Indicates text values to key in, such as commands and addresses. GFI FaxMaker Online 1 Introduction 5

6 2 Getting Started with GFI FaxMaker Online Want to try out GFI FaxMaker Online? This topic provides a quick list of actions to help you set up a GFI FaxMaker Online account. 1 Sign up to GFI FaxMaker Online Go to and sign up for GFI FaxMaker Online. Follow the instructions to have your account created. 2 Log in to console Go to Use your login credentials to access the console. 3 Create Administrators Administrator accounts can log in to GFI FaxMaker Online to monitor faxing activity and manage users. For more information, refer to Administrators (page 44). 4 Create Departments Departments are collections of settings that can be applied by default when creating new fax users. Create departments to facilitate user creation and management. For more information, refer to Departments (page 48). 5 Create Users Add users that are allowed to send faxes using your GFI FaxMaker Online subscription. Users can also be assigned fixed fax numbers so that they can also receive faxes. For more information, refer to Users (page 27). 6 Ready to fax! Users can now start sending and receiving faxes. For more information, refer to How to send faxes (page 10). 2.1 System requirements Administration GFI FaxMaker Online is an online service and does not require installation. Use your web browser to login to the user interface from GFI FaxMaker Online works best with Google Chrome, Mozilla FireFox, Edge and Internet Explorer 9 or later Users To send a fax, users can use any client. 2.2 Logging in To log in to GFI FaxMaker Online: 1. Go to 2. Use your login credentials to access the GFI FaxMaker Online console. NOTE Only accounts configured in the Administrators configuration can log in to GFI FaxMaker Online. For more information, refer to Administrators (page 44). Users cannot log in. GFI FaxMaker Online 2 Getting Started with GFI FaxMaker Online 6

7 2.2.1 Forgot password If you forget your password, click Forgot Password. Key in your username and address and click Send. GFI FaxMaker Online sends an describing how to reset the password. 2.3 Adding more fax numbers Users can receive faxes exclusively from a dedicated fax number. Without a dedicated fax number, users cannot receive faxes. Review your pool of fax numbers and how they are used from the Dashboard. To purchase more fax numbers: 1. From the GFI FaxMaker Online Administrator Portal, click and select Request Fax Pool. 2. Select the required fax line's country and area code. 3. Choose the fax numbers to add. 4. Repeat steps 3 and 4 to add fax numbers from different countries and/or area codes. 5. Click Add Pool to proceed to checkout. 6. Review your Shopping Cart details and proceed to purchase the additional fax numbers. On purchase completion, the new fax numbers are available to be assigned to new users. For more information, refer to Fax Pool Overview (page 18). NOTE If no fax numbers are available in your area or region, additional fax numbers are usually obtained in one to four days, depending on availability. Contact your sales representative or send an to sales@gfi.com or ussales@gfi.com (Americas only) to request new fax numbers in your region. 2.4 Subscription information Find out how to monitor your subscription information. From the GFI FaxMaker Online Administrator Portal, click and select Subscription. The Subscription Status dialog summarizes your subscription information. Choose your current type of subscription: Monthly subscription Subscription data Last Subscription Last Payment Next Payment Type of subscription plan purchased. Date when last payment was made. Date when the next payment will be made. GFI FaxMaker Online 2 Getting Started with GFI FaxMaker Online 7

8 Subscription data Current Balance Pages Sent / Received Total Fax Numbers Over subscription amount Overage amount The remaining amount of unused account credit that can be utilized before overage charges apply. The total number of fax pages that were sent or received since the last payment. Total number of fax numbers available. Indicates whether you have exceeded your monthly subscription allowance, resulting in overage charges. The overage total. Overage charges apply when the monthly subscription plan's balance reaches zero before the date of the next payment and additional faxes are sent or received. To change the type of subscription plan to a different monthly plan or to an annual plan, click Change Subscription. Choose your new subscription plan and proceed to purchase your new plan Annual subscription Subscription data Last Subscription Start Date Expiry Date Starting Balance Current Balance Pages Sent / Received Total Fax Numbers Type of subscription plan purchased. Date when the annual subscription was activated. Date when the annual subscription expires and when service renewal is due. The initial balance paid when purchasing the subscription. The remaining amount of unused account credit that can be utilized. The total number of fax pages that were sent or received since the last payment. Total number of fax numbers available. To change your annual plan click one of the following options: Renew/Modify my plan: click to change the type of annual plan or to renew your current plan. Switch to Monthly plan: change your current plan from annual to monthly subscription. 2.5 Porting existing fax numbers Port your fax numbers to GFI FaxMaker Online to continue using your existing fax numbers in GFI FaxMaker Online. This enables you to retain your existent contact details. Important notes: The portability of a number is dependent on your current fax number carrier or service provider. Ensure that there are no timed contracts, open bills, open orders or open litigation with your current fax number carrier from where the number will be ported. To port a number that is part of a DID range, contact the current carrier to confirm they will allow that number to be ported away from them. If the carrier confirms, keep a record of the confirmation and the name and contact details of your carrier s representative GFI FaxMaker Online 2 Getting Started with GFI FaxMaker Online 8

9 Porting a number may require a number of days to complete. You may continue using GFI FaxMaker Online during porting. This functionality is currently not available to fax numbers in Italy. To port fax numbers: Step 1: Specify the list of numbers to port 1. From the GFI FaxMaker Online Administrator Portal, click and select Port Fax Numbers. 2. Key in the service provider, the number to port and click Add. 3. Repeat step 2 for all numbers to port. 4. Click Submit Request. A representative from GFI will contact you back in about one business day to confirm whether your numbers are portable Step 2: Send Letter of Authorization & Customer Service Record After confirming that numbers are portable, fill in, sign and send a letter of authorization to GFI. Download a letter of authorization from: Use separate forms when: Numbers are with different service providers. Fill in a separate form for each provider. Numbers located in Europe have different area codes. Fill in a separate form for each area code. Include a copy of your Customer Service Record, obtainable from your current service provider. This industry standard record contains information about your account required to complete the porting process. If you are unable to obtain a Customer Service Record, include a copy of the first page of your latest billing statement instead. Porting a number using this method, however, takes longer to complete Step 3: Porting process completion GFI processes your porting request and will contact you when porting is complete. You can now assign fax numbers to your GFI FaxMaker Online users. GFI FaxMaker Online 2 Getting Started with GFI FaxMaker Online 9

10 3 How to send faxes There are multiple ways how users can send faxes: 3.1 Via Screenshot 1: Sending a fax via Users can send faxes directly from their client. To do this, create an and fill in the following details: Parameter Subject body The subject is used as the fax subject and shown, if configured, in the fax coverpage. The body is shown, if configured, in the fax coverpage. GFI FaxMaker Online 3 How to send faxes 10

11 Parameter Attachment Fax recipient Attach up to five files that are in a supported file format. GFI FaxMaker Online adds the contents of attachments to the fax. The total file size of all attachments cannot exceed 20MB. Supported file types:.doc, DOCX - Microsoft Word.XLS, XLSX - Microsoft Excel.PPT, PPTX - Microsoft PowerPoint.TIF/TIFF - Tagged Image File Format.TXT - Plain Text.HTML - Hypertext Markup Language.RTF - Rich Text Format.PDF - Adobe Portable Document Format.JPG - JPEG images.vsd - Visio drawings.gif - Graphics Interchange Format In the To field, enter the recipient's fax number. Key in the fax number in the following format: faxnumber@gfifax.com. Replace faxnumber with the full recipient s fax number. You can key in up to two hundred recipient numbers, using the same format for each and separated with a semi-colon (;). For example: @gfifax.com; @gfifax.com; GFI FaxMaker Online 3 How to send faxes 11

12 3.2 Using the ios or Android apps Screenshot 2: Viewing a fax sent from the Android app Use the ios or Android mobile apps to send faxes. Install the app and start sending faxes directly and securely. For more information on how to download the app, refer to: GFI FaxMaker Online 3 How to send faxes 12

13 For more information on how to use the app refer to NOTE Users must log in to the App using their GFI FaxMaker Online credentials. For more information, refer to User credentials (page 32). 3.3 Outbound Web Services The GFI FaxMaker Online Application Developer Interface enables third-party software to send faxes directly to the GFI FaxMaker Online servers. For more information refer to the Outbound Web Services Developer Guide. NOTE This is an advanced feature intended for developers with knowledge of web services and API development environments. 3.4 Important notes for sending faxes 1. The fax number must always include the international dial symbol "+", the country and area codes. This also applies when sending faxes locally, for example from New York to New York. For more information, refer to Specifying fax recipients (page 13). 2. GFI FaxMaker Online accepts s up to 20MB. The total file size of all attachments and the content cannot exceed this threshold. Certain mail servers, however, have a lower size limit (example, 15MB). In this case send faxes that are smaller than the mail server limit. 3. The fax sender must be included in the list of GFI FaxMaker Online users. Senders that do not have an account configured in GFI FaxMaker Online will not be able to send faxes. For more information, refer to Users (page 27). 4. After sending a fax the user is notified about the fax status via transmission reports. For more information, refer to Transmission reports (page 14). 3.5 Specifying fax recipients When sending a fax, the recipients' fax numbers must always include the international dial symbol "+", the country and area codes. Do not use hyphens, spaces or dashes between any parts of the fax number. These are required when sending faxes: Abroad - for example, from United States to Brazil Locally - for example, from United States to United States Sending fax via When sending a fax via , key in the fax number in the To field, using the following format: faxnumber@gfifax.com. Replace faxnumber with the full recipient s fax number. You can key in up to two hundred recipient numbers, using the same format for each and separated with a semi-colon (;). For example: @gfifax.com; @gfifax.com; GFI FaxMaker Online 3 How to send faxes 13

14 3.5.2 Examples 1. Sending a fax to a Czech Republic number Use Where: + is the international dial prefix 420 is the Czech Republic country code is the fax number 2. Sending a fax to a UK number, with area code 01273, and number In this case use Where: + is the international dial prefix 44 is the UK country code 1273 is the area code (in the case of the UK the preceding 0 is dropped when using the international dial number) is the fax number 3. Sending a fax from a US city to another number within the same city. The area/city code is 718 and the recipient's fax number is In this case use Where: + is the international dial prefix (required even though you are sending fax in the same city) 1 is the US country code 718 is the area/city code is the recipient's fax number NOTE A transmission report error message Sit-Tone / Operator Msg indicates a problem with the fax number entered. Ensure that the fax number follows the requirements specified above and that the number exists. 3.6 Transmission reports After sending a fax, GFI FaxMaker Online notifies the sender about the fax status by sending a transmission report. A transmission report contains details of the fax transmission. Transmission reports are sent when a fax is: Action Received by GFI FaxMaker Online Transmitted to recipient When a user sends a fax, GFI FaxMaker Online checks the fax details and informs the user that the fax will be transmitted to its intended recipient. After attempting to send the fax, GFI FaxMaker Online s the transmission status to the sender. A successful transmission indicates that the fax was processed and/or sent successfully. Indicates a problem that requires attention since for some reason, GFI FaxMaker Online cannot process and/or transmit the fax. Possible problems include: GFI FaxMaker Online 3 How to send faxes 14

15 Sender's address not included in the list of GFI FaxMaker Online Users. The fax attachment is invalid. For more information, refer to How to send faxes (page 10). Fax recipient number does not exist. Fax recipient number is not in the proper format. For more information, refer to Specifying fax recipients (page 13). GFI FaxMaker Online 3 How to send faxes 15

16 4 Receiving faxes A user that has a dedicated fax number can receive faxes through GFI FaxMaker Online. By default, received faxes are forwarded to the user via . Third-party applications can be configured to download s directly from the GFI FaxMaker Online servers via API Receiving faxes via When a fax is received, GFI FaxMaker Online converts the fax to a configurable format, such as PDF. Depending on the which number the fax was received, GFI FaxMaker Online sends the fax via to the receiving address. The contains a fax report and the fax file included as an attachment. For more information, refer to User faxing settings (page 34). Screenshot 3: Received faxes in client Inbound Web Services The GFI FaxMaker Online Application Developer Interface enables third-party software to download faxes directly from the GFI FaxMaker Online servers. For more information refer to the Inbound Web Services Developer Guide. NOTE This is an advanced feature intended for advanced developers with knowledge of web services and API development environments. GFI FaxMaker Online 4 Receiving faxes 16

17 5 Monitoring Fax Activity Use the GFI FaxMaker Online Dashboard to monitor various faxing activity parameters. Click Dashboard from the top pane to start monitoring. Screenshot 4: The GFI FaxMaker Online Dashboard The GFI FaxMaker Online Dashboard is partitioned into various sections as follows: Section Inbound/Outbound Pages This graph shows the total number of received and sent fax pages over a particular period. The green area shows the total number of sent (outbound) fax pages. Hover on to display the total at a particular interval. The orange area shows the total number of received (inbound) fax pages. Hover on to display the total at a particular interval. The graph can be configured to display totals and trends over custom date ranges and time intervals. Click to select the time unit intervals of the graph. Select Hour, Day, Week or Month. In the Date Range control, specify custom From, To dates and click Add Filter. The graph returns the totals for the configured dates. Fax Pool Overview Displays the total fax numbers available in your account, grouped by location. Click a location to monitor and manage the availability and assignment of fax numbers. For more information, refer to Fax Pool Overview (page 18). GFI FaxMaker Online 5 Monitoring Fax Activity 17

18 Section Top Countries (Outbound) Displays a world map and marks the countries where faxes were sent to. Use the zoom controls + and - to zoom in and out respectively. Click sent to. to display a list of telephone codes of countries where faxes were Hover on to show the number of fax calls made to that country. NOTE The total number of fax calls shown includes both successful and failed calls. A fax call can fail for various reasons, such as when the fax recipient number is invalid. Top Area Codes The top list of cities, states or zones by area code where faxes were sent to. A flag of the country where the area is located is also shown. NOTE When in Trial mode, the trial balance is shown instead of this widget. Trees Saved The number of trees saved by using GFI FaxMaker Online as opposed to manual faxing. Traditional faxing paper used to fax manually is derived from trees. With GFI FaxMaker Online no paper is required so you will be contributing to save more trees. The more you use GFI FaxMaker Online, the more trees are saved. 5.1 Fax Pool Overview The Fax Pool Overview widget displays the fax numbers available in your account, grouped by location. Click a location to monitor and manage the availability and assignment of fax numbers. Screenshot 5: Fax Pool Overview widget To monitor and manage assignment of fax numbers: GFI FaxMaker Online 5 Monitoring Fax Activity 18

19 1. Login to GFI FaxMaker Online. 2. The Fax Pool Overview widget shows a list of locations in which you have at least one number. Click any row to show the list of numbers in that location. Screenshot 6: Fax number details in a fax pool 3. The widget shows if each fax number is assigned to a user or not. Click the icon for a list of available actions: Action Unassign number... Assign now... Go to user page... Remove the fax number assignment from the current user. The number becomes available to be assigned to a new user. Assign fax number to user. In the next screen select a user from the drop-down list and click Assign. Then, click Save on the user's page screen. This option is only available for unassigned numbers. Go to the page of the user to see and edit details. For more information, refer to Users (page 27). 4. Click < Back or refresh the page to return to the Fax Pool Overview. GFI FaxMaker Online 5 Monitoring Fax Activity 19

20 6 Activity Log Use the GFI FaxMaker Online Activity Log to monitor fax transmission in your account. Click Activity Log from the menu bar, to start monitoring. Screenshot 7: The GFI FaxMaker Online Activity Log The GFI FaxMaker Online Activity Log shows the list of sent and received fax calls in the left pane. Use the top pane filters to filter through the fax calls list. Filter Inbound & Outbound Activity Date range Fax Number address Status Caller Callee Fax Number Display faxes that were either sent (outbound) or received (inbound). Show faxes sent/received in a particular time frame, for a maximum period of 30 days. Use the calendar controls to specify the to and from dates. Return faxes sent to a particular fax number. Filter for s that are sent from a particular address. Show faxes that are either pending delivery, failed delivery or delivery was successfully done. Return faxes sent from a particular fax number. Return faxes received by a particular fax number. Click Search to display filtered results. 6.1 Outbound Activity When filtering by Outbound Activity, in the right pane view the details of the selected sent fax: Detail ID A unique ID assigned by GFI FaxMaker Online. GFI FaxMaker Online 6 Activity Log 20

21 Detail Fax Number Date Duration Page Count Delivery Attempts Status The fax number of the GFI FaxMaker Online user sending the fax. Date and time when the fax was transmitted. Length of time of fax transmission. Number of fax pages. (Outbound faxes only) Sender's address. (Outbound faxes only) The number of times that GFI FaxMaker Online tries to transmit the fax. (Outbound faxes only) Details whether a fax failed, delivered successfully or is still pending transmission. 6.2 Inbound Activity When filtering by Inbound Activity, in the right pane view the details of the selected received fax: Detail ID Caller Fax Number Date Duration Page Count A unique ID assigned by GFI FaxMaker Online. The sender's fax number. The fax number of the GFI FaxMaker Online user receiving the fax. Date and time when the fax was transmitted. Length of time of fax transmission. Number of fax pages. GFI FaxMaker Online 6 Activity Log 21

22 7 Reports GFI FaxMaker Online enables you to generate reports based on fax usage. Click the Reports tab to generate: Summary Report Detailed Report 7.1 Summary report Build a Summary Report to review the number of fax pages sent and received by a particular department or by the whole company for a particular period. 1. From the left pane in the Reports tab, select Summary Report. 2. Select the report period from the Date Range calendar controls. 3. In Departments, key in or select the names of departments for which to generate report. To show data for whole account, select All. 4. Click Generate to build the report. GFI FaxMaker Online 7 Reports 22

23 Screenshot 8: Sample summary report Report functions Use the report top toolbar for the following functions: GFI FaxMaker Online 7 Reports 23

24 Function Icon Print Print the current page Navigate Click to print report. Click to print the page that is currently displayed. Use this toolbar to navigate through report pages. Save to disk Open report in new window Save format Click to download the report. The report is downloaded in the format selected. Click to open the report in a new window. The report is opened in the format selected. Choose the format to save the report in. The available formats are: PDF XLS XLSX RTF MHT HTML Text CSV Image (PNG) 7.2 Detailed report Build a Detailed Report to view the list of faxes sent and/or received by a particular department or by the whole company for a particular period. 1. From the left pane in the Reports tab, select Detailed Report. 2. Select the report period from the Date Range calendar controls. 3. In Departments, key in or select the names of departments for which to generate report. To show data for whole account, select All. 4. To include received faxes in the report, select Inbound. In Fax Number, key in or select fax numbers to show in the report, or select All to show all faxes received on all numbers. 5. To include sent faxes in the report, select Outbound. In Delivery Status select the transmission status. In Sender key in or select the users for which to show the report, or select All to show all faxes sent by all users. 6. Click Generate to build report. GFI FaxMaker Online 7 Reports 24

25 Screenshot 9: Sample detailed report Report functions Use the report top toolbar for the following functions: Function Icon Print Print the current page Navigate Click to print report. Click to print the page that is currently displayed. Use this toolbar to navigate through report pages. Save to disk Open report in new window Click to download the report. The report is downloaded in the format selected. Click to open the report in a new window. The report is opened in the format selected. GFI FaxMaker Online 7 Reports 25

26 Function Icon Save format Choose the format to save the report in. The available formats are: PDF XLS XLSX RTF MHT HTML Text CSV Image (PNG) GFI FaxMaker Online 7 Reports 26

27 8 Users GFI FaxMaker Online provides a complete set of functions to manage user accounts. Go to > Users to manage users allowed to send and/or receive faxes from your account. Only users that are listed and enabled in the Users node can send faxes using the GFI FaxMaker Online service. Screenshot 10: Managing users accounts The list of users is displayed in the left pane, including the name, surname and address. Click Add users to add new GFI FaxMaker Online users. For more information, refer to Adding new users (page 28). Click Option Edit User next to a particular user and select action to perform. Edit the user's properties in the right-pane. When editing is complete, click Save to apply changes or Discard Changes to cancel any modifications applied. Configure: User details Faxing settings Coverpages Notifications Date Suspend User Remove User Use this feature to temporary disable fax activity of the fax user's account, without having to delete the user. For more information, refer to Suspending users (page 41). Delete the user from the list of users. Removed users are not recoverable and settings are lost irrevocably. For more information, refer to Removing users (page 42). GFI FaxMaker Online 8 Users 27

28 8.1 Adding new users Add users that are allowed to send and receive faxes using the GFI FaxMaker Online service. NOTE Users that are not added in the list of users cannot send and/or receive faxes. Users can be added: one-by-one by following a wizard, or importing a list of users from a CSV file Adding users one-by-one Follow the add user wizard to add one new user: 1. From the GFI FaxMaker Online console, go to > Users node. 2. Click Add Users. 3. In the Create User tab, User details dialog, specify the basic options of a user: Option First name Surname Fax CSID Department The user's first name. The first name, together with the surname, is used in notification messages, reports and for populating a coverpage's sender name field. The user's surname. The surname, together with the first name, is used in notification messages, reports and for populating a coverpage's sender surname field. (Optional) The Called Subscriber Identification is a custom name or number that the recipient sees when this user sends a fax. Select to which department the user belongs. Click Next. 4. In the Faxing Settings dialog, configure: Option No Fax number Required Choose Fax Number Sending Select this option if user can send but not receive faxes. Such users are not assigned a fax number. Select a fax number to assign to this user. Specify the address from where the user sends faxes. GFI FaxMaker Online only processes s received from addresses specified in this field. GFI FaxMaker Online 8 Users 28

29 Option Receiving method Choose how to receive faxes: Receive fax using (default option): Received faxes are forwarded via to the address specified in Receiving . Use Inbound Web Service: Use this option only when retrieving faxes from the GFI FaxMaker Online servers using a third-party application via API. For more information, refer to Receiving faxes (page 16). Receiving Fax Format Fax Page Separation Specify the address where GFI FaxMaker Online forwards faxes received by this user. Select the format of the fax to use when receiving a fax. GFI FaxMaker Online converts the received fax content to the selected format and attaches the file to an addressed to the Receiving . When enabling this option, each fax page is processed as a separate file. Users receive each fax page separately in the chosen fax format. Click Next. 5. In Coverpage Preferences dialog, configure the coverpage to use when user sends faxes. A coverpage is sent as the first page of a fax and includes various fax details, such as a custom message, recipient and sender s information. Configure the following options: Option Coverpage file Select coverpage to apply from the list of coverpages. Upload Coverpage Click Browse to upload a new coverpage. For more information, refer to Creating a coverpage (page 36). Automatic Coverpages No Coverpages With Body Text Adds the selected coverpage with all faxes sent by the user. Does not include a coverpage with outgoing faxes. A coverpage is only added if the sent by the user includes a body. If the contains only an attachment, the coverpage is not included. Click Next. 6. In Notification settings dialog, configure the conditions when GFI FaxMaker Online sends notifications. Option to Fax Initial Notification (Success) to Fax Initial Notification (Failure) to Fax Delivery Notification (Success) to Fax Delivery Notification (Failure) Send an notification when an is successfully processed for fax transmission. Send an notification when GFI FaxMaker Online fails to process an for fax transmission. Send an notification when a fax is successfully delivered to its intended recipients. Send an notification when GFI FaxMaker Online fails to deliver a fax to its intended recipients. Click Next. 7. In the Date Format dialog, configure the date and time settings according to the user's regional location and preferences. These settings are used by GFI FaxMaker Online to display the fax transmission date and time, in the correct format. GFI FaxMaker Online 8 Users 29

30 Option Time zone Date format Time format Select the location time zone. Select the preferred date format. M - the numerical value of a month. MM - the numerical value of a month displayed in double digits. For example, January is displayed as 01. d - the day number. dd - the day number displayed in double digits. For example, 3rd January is displayed as 03. yy - the year in two digits. For example, 2013 is displayed as 13. yyyy - the year displayed in four digits. Select the preferred time format. h - the hour value in 12-hour clock format. hh - the hour value displayed in double digits, using the 12-hour clock format. tt - indicates morning - am or afternoon - pm. H - the hour value in 24-hour clock format. HH - the hour value displayed in double digits, using the 24-hour clock format. mm - the minutes value. Click Finish to create the user. Added users are notified via that they can use the GFI FaxMaker Online service. They are also provided instructions on how to create an account password to start using the mobile apps. For more information, refer to User credentials (page 32) Import users in bulk Add users to GFI FaxMaker Online in bulk by importing a CSV file containing the list of users to add: Step 1: Create CSV file Step 2: Import CSV in GFI FaxMaker Online Step 1: Create CSV file Create a CSV file containing the list of users to import to GFI FaxMaker Online. Ensure that the details are formatted as follows: FirstName,LastName,NoFaxLine,Sending ,Recieving ,Iws,DialingCode,AreaCode,F axnumber,departmentname,csid Where: # Name Type Required 1 FirstName String Yes The user's first name. 2 LastName String Yes The user's last name. 3 NoFaxLine Boolean Yes Specifies whether a dedicated fax number is required to enable user to receive faxes. Set value as True to not assign a fax number, and False to allocate a fax number. 4 Sending address 5 Recieving address Yes No 1 The address from where the user sends faxes. The address where received faxes are forwarded to. Up to three addresses can be specified, separated by a semi-colon (;). 1 This is required if both NoFaxLine and IWS are set to False. GFI FaxMaker Online 8 Users 30

31 # Name Type Required 6 IWS Boolean Yes Specifies whether a received fax will be retrieved via Inbound Web Services or sent via . Set value as True to use IWS, and False to receive faxes via . 7 DialingCode Number No The international dial code of the country. For more information, refer to Assigning fax numbers (page 31). 8 AreaCode Number No The fax line area code. For more information, refer to Assigning fax numbers (page 31). 9 FaxNumber Number No The fax number. For more information, refer to Assigning fax numbers (page 31). 10 DepartmentName String No The department name to which this user belongs. 11 CSID String No The name/number displayed during fax transmission. NOTE The first line in the CSV should contain the header line: FirstName,LastName,NoFaxLine,Sending ,Recieving ,Iws,DialingCode,AreaCod e,faxnumber,departmentname,csid Assigning fax numbers Fax numbers must be purchased before adding users that can receive faxes (that is, when NoFaxLine is set to False). If the fax number specified does not exist, GFI FaxMaker Online fails to add the user. Refer to the examples below to understand how DialingCode, AreaCode, FaxNumber can be configured to assign fax numbers: DialingCode AreaCode FaxNumber <empty> <empty> <empty> GFI FaxMaker Online assigns a random fax number from the list of available numbers. 11 <empty> <empty> GFI FaxMaker Online assigns a random fax number with international dial code <empty> If number is available, GFI FaxMaker Online assigns it to the user. The international dial code must be included in the FaxNumber field. The DialingCode field is also required for GFI FaxMaker Online to identify the international dial code within the number <empty> GFI FaxMaker Online assigns a random fax number from area code 234 and international dial code 11. NOTE Users are added sequentially, starting from the top user. It is therefore recommended to assign specific fax numbers at the top of the CSV. A fax number can be randomly assigned to another user and therefore that number becomes unavailable. Sample CSV entries Example 1: FirstName,LastName,NoFaxLine,Sending ,Recieving ,Iws,DialingCode,AreaCode,F axnumber,departmentname,csid GFI FaxMaker Online 8 Users 31

32 A user Joe Bloggs from department Sales is added. No fax line is assigned so only a sending address is specified. Example 2: John,Smith,False,j.smith@mydomain.com,j.smith@mydomain.com;john@domain.com,False,1, 305,,,JSmithFax A user John Smith is added. He sends faxes from j.smith@mydomain.com and receives faxes on 2 addresses. A random fax number is assigned that is located in the United States (dialing code 1) in Miami (area code 305). The CSID is set to JSmithFax. Example 3: Juan,Pérez,False,jperez@example.com,,True,52,,,, A user Juan Pérez is added that uses Inbound Web Services to receive faxes. A random number in Mexico (dial code 52) is assigned. Step 2: Import CSV file After adding all users to the CSV, import the file in GFI FaxMaker Online: 1. From the GFI FaxMaker Online console, go to > Users node. 2. Click Add Users. 3. Click the Import tab. 4. Click Browse and choose the CSV file containing the list of users to import. 5. In Notification Address key in an address where to receive the result of the import process. 6. Click Create. Added users are notified via that they can use the GFI FaxMaker Online service. They are also provided instructions on how to create an account password to start using the mobile apps. For more information, refer to User credentials (page 32). 8.2 User credentials Users added to GFI FaxMaker Online are notified via that they can use GFI FaxMaker Online to send and receive faxes. The also contains: the assigned username (this is usually made up of the letters MBX followed by a long number) a link to set the user account password. The user password can also be set from the GFI FaxMaker Online administration console. For more information, refer to User details (page 33). These credentials are required when sending faxes using the Android/iOS mobile apps. GFI FaxMaker Online 8 Users 32

33 8.3 User details Screenshot 11: User details settings The User Details screen enables configuration of the basic settings of a GFI FaxMaker Online user. To configure these options: 1. From the Users screen, click next to the user to edit and click Edit User. 2. From the User tab, configure the following options: Option First name Surname Fax CSID Department Username Reset Password The user's first name. The user's surname. (Optional) The Called Subscriber Identification is a custom name or number that the recipient sees when this user sends a fax. Select to which department the user belongs. The system-assigned username. This value is not editable. Click to reset the user password. An is sent to the user's address with instructions on how to reset the password. Click Save to apply all changes, Discard Changes to cancel changes made, or navigate to another tab to configure other settings. GFI FaxMaker Online 8 Users 33

34 8.4 User faxing settings Screenshot 12: User faxing settings The Faxing Settings screen enables configuration of a user's fax number settings. To configure these options: 1. From the Users screen, click next to the user to edit and click Edit User. 2. From the Fax tab, configure the following options: Option No Fax number Required Choose Fax Number Sending Select this option if user can send but not receive faxes. Such users are not assigned a fax number. Choose and assign up to three fax numbers to each user. Numbers assigned to this user are shown in the list. Click to remove a number, which then becomes available to be assigned to other users. Specify the address from where the user sends faxes. GFI FaxMaker Online only processes s received from addresses specified in this field. GFI FaxMaker Online 8 Users 34

35 Option Receiving method Choose how to receive faxes: Receive fax using (default option): Received faxes are forwarded via to the address specified in Receiving . Use Inbound Web Service: Use this option only when retrieving faxes from the GFI FaxMaker Online servers using a third-party application via API. For more information, refer to Receiving faxes (page 16). Receiving Fax Format Fax Page Separation Specify up to three addresses where GFI FaxMaker Online forwards faxes received by this user. Key in an address and click Add . Select the format of the fax to use when receiving a fax. GFI FaxMaker Online converts the received fax content to the selected format and attaches the file to an addressed to the Receiving . When enabling this option, each fax page is processed as a separate file. Users receive each fax page separately in the chosen fax format. Click Save to apply all changes, Discard Changes to cancel changes made, or navigate to another tab to configure other settings. 8.5 User Coverpage Screenshot 13: User coverpage options In the Coverpage configuration screen, specify the coverpage that precedes a fax sent by the selected user. The coverpage is the first page of a fax that includes custom information (such as recipient and sender s information) and design (such as company logo). GFI FaxMaker Online 8 Users 35

36 NOTE A coverpage must conform with the fields and conditions accepted by GFI FaxMaker Online. For more information, refer to Creating a coverpage (page 36). Configure the coverpage to use for the selected user: 1. From the Users screen, click next to the user to edit, and click Edit User. 2. From the Coverpage tab, configure the following options: Option Use default coverpage Select this option to inherit the department coverpage that this user pertains to. When this option is not selected, configure custom user coverpage settings. Coverpage file Select coverpage to apply from the list of coverpages. Upload Coverpage Click Browse to upload a new coverpage. For more information, refer to Creating a coverpage (page 36). Download Delete Automatic Coverpages No Coverpages With Body Text Download and view a coverpage. Remove the selected coverpage. GFI FaxMaker Online cannot delete coverpages that are in use by one or more users or departments. Click Yes to confirm deletion. Adds the selected coverpage with all faxes sent by the user. Does not include a coverpage with outgoing faxes. A coverpage is only added if the sent by the user includes a body. If the contains only an attachment, the coverpage is not included. Click Save to apply all changes, Discard Changes to cancel changes made, or navigate to another tab to configure other settings Creating a coverpage The coverpage is the first page of a fax that automatically precedes the fax content. Typically, this includes custom information (such as recipient and sender information) and design (such as company logo). A coverpage is created in Microsoft Word and supports a number of fields which are automatically populated with the applicable information. For example the field ~CoverSubject~ is automatically replaced with the subject from the header. Typically, a coverpage includes: organization's logo and contact information fax details such as date and time of transmission, fax subject and fax recipient number an introductory message retrieved from the body Best practices This is a list of recommendations to follow when creating coverpages in Microsoft Word: Recommendation Single page Typically a coverpage is only one page preceding the converted fax attachment. GFI FaxMaker Online 8 Users 36

37 Recommendation Space for fax message Black & White Leave space for the message body text since in some cases this may be quite long. Use black and white images, text and tables. Colored or grayscale content in a fax becomes pixilated during transmission. Supported fields Name Field Subject ~Subject~ The fax subject retrieved from the subject. Cover text ~CoverText~ The body text. body in HTML format is converted to plain text. Date ~Date~ Fax transmission date Date and Time ~DateTime~ Fax transmission date and Time Time ~Time~ Fax transmission time Total pages ~TotalPages~ Total number of pages including the cover page End coverpage message ~EndCoverMsg~ This is replaced with End of Cover page. Fax number ~FaxNumber~ Recipient fax number Full message ID ~FullMessageId~ A unique job identifier in format brahxrzjy, where: A: the last 3 digits of the IP address X: the Job Prefix id assigned by GFI FaxMaker Online Y: Job id assigned by GFI FaxMaker Online Z: Recipient id For example, br001h343r17j Message ID ~MessageId~ A unique job identifier in format X-Y, where: X: the Job Prefix id assigned by GFI FaxMaker Online Y: Job id assigned by GFI FaxMaker Online For example, Recipient name Reference ID Sender name ~RecptName~ ~ReferenceId~ ~SenderName~ The recipient name as per header. A custom reference identification code. When sending a fax, specify the reference id in the subject line in the following format: %{ReferenceId:myID}. In this case, myid is the fax reference ID. GFI FaxMaker Online automatically removes the reference ID code specified in the subject. The sender name as per header. Company ~SenderCompany~ Sender company name as configured in the GFI FaxMaker Online account. CSID ~SenderCSID~ CSID of the sender Country ~SenderCountry~ Sender country. Department ~SenderDeptName~ Sender's department name as configured in the GFI FaxMaker Online account. State ~SenderState~ Sender state as configured in the GFI FaxMaker Online user settings. GFI FaxMaker Online 8 Users 37

38 NOTE Fields for which a value is not available are left empty. GFI FaxMaker Online 8 Users 38

39 Sample coverpage This is a template for a coverpage, drafted in Microsoft Word. My Company Logo My Company Inc. 21, Fax Street New York, NY From: ~SenderName~ To: ~FaxNumber~ Attention: ~RecptName~ Date/Time: ~DateTime~ Subject: ~Subject~ Pages: ~TotalPages~ ~CoverText~ ~EndCoverMsg~ The above sample template produces a coverpage similar to the below: My Company Logo My Company Inc. 21, Fax Street New York, NY From: John Smith Date/Time: 02/25/ :06AM To: Subject: Invoice Attention: Bob Jones Pages: 2 Dear Mr. Bob Jones, Attached please find the invoice for works carried out in your premises. Kind Regards, John Smith Accounts Manager End of Cover page Download a sample coverpage in Microsoft Word format (*.docx): click here. GFI FaxMaker Online 8 Users 39

40 8.6 User Notifications Screenshot 14: User notification settings In the Notification Settings configuration screen, configure the conditions when GFI FaxMaker Online sends notifications. To configure these options: 1. From the Users screen, click next to the user to edit and click Edit User. 2. From the Notifications tab, configure the following options: Option to Fax Initial Notification (Success) to Fax Initial Notification (Failure) to Fax Delivery Notification (Success) to Fax Delivery Notification (Failure) Send an notification when an is successfully processed for fax transmission. Send an notification when GFI FaxMaker Online fails to process an for fax transmission. Send an notification when a fax is successfully delivered to its intended recipients. Send an notification when GFI FaxMaker Online fails to deliver a fax to its intended recipients. Click Save to apply all changes, Discard Changes to cancel changes made, or navigate to another tab to configure other settings. GFI FaxMaker Online 8 Users 40

41 8.7 User date and time settings Screenshot 15: User date settings The Date configuration screen enables configuration of the date and time settings according to regional location and preferences. To configure these options: 1. From the Users screen, click next to the user to edit, and click Edit User. 2. From the Date tab, configure the following options: Option Time zone Date format Time format Select the location time zone. Select the preferred date format. M - the numerical value of a month. MM - the numerical value of a month displayed in double digits. For example, January is displayed as 01. d - the day number. dd - the day number displayed in double digits. For example, 3rd January is displayed as 03. yy - the year in two digits. For example, 2013 is displayed as 13. yyyy - the year displayed in four digits. Select the preferred time format. h - the hour value in 12-hour clock format. hh - the hour value displayed in double digits, using the 12-hour clock format. tt - indicates morning - am or afternoon - pm. H - the hour value in 24-hour clock format. HH - the hour value displayed in double digits, using the 24-hour clock format. mm - the minutes value. Click Save to apply all changes, Discard Changes to cancel changes made, or navigate to another tab to configure other settings. 8.8 Suspending users Suspend a user to temporarily disable fax activity of the fax user's account. You can later re-activate a suspended user and retain all configured settings. GFI FaxMaker Online 8 Users 41

42 Screenshot 16: User functions From the Users screen, click next to the user to suspend and click Suspend User. Click OK to confirm suspension. Screenshot 17: Activating a suspended user To re-activate a suspended user, click activation. next to the user to activate and click Activate User. Click OK to confirm 8.9 Removing users Remove a user to delete the user account and disable fax activity. IMPORTANT Removed users are not recoverable and settings are lost irrevocably. If in doubt, it is recommended to suspend a user, since suspension allows re-activation and settings are maintained. GFI FaxMaker Online 8 Users 42

43 Screenshot 18: User functions From the Users screen, click next to the user to delete and click Remove User. Click OK to confirm deletion. GFI FaxMaker Online 8 Users 43

44 9 Administrators GFI FaxMaker Online Administrators are users with administrative privileges that can log in to GFI FaxMaker Online to monitor usage and configure settings. To specify GFI FaxMaker Online Administrators, go to > Administrators. Screenshot 19: Managing administrator accounts The list of administrators is displayed in the left pane, showing the name, surname and login details. Administrators may have company-level or department-level permissions. Company administrators have access to all departments and all users in a company. Department administrators have access to the users of a particular department only. Click Add Administrator to add a new GFI FaxMaker Online administrator. For more information, refer to Adding administrators (page 44). Click Option Edit Admin Lock Admin Remove Admin next to a particular administrator and select action to perform. Edit the Administrator Details in the right-pane. When editing is complete, click Save to apply changes or Discard Changes to cancel any modifications applied. Temporary disable an administrator's account, without having to delete the administrator. For more information, refer to Locking administrators (page 46). Delete the administrator from the list of administrators. For more information, refer to Removing administrators (page 46). NOTE: Removed administrators are not recoverable and settings are lost irrevocably. 9.1 Adding administrators To add new administrators: GFI FaxMaker Online 9 Administrators 44

45 1. Go to > Administrators. 2. Click Add Administrator. 3. Key in the administrator's First name and Surname. 4. Specify the administrator's address. This is the address that the new administrator must use to login to the GFI FaxMaker Online Administration Console. 5. Key in a new Password or click Generate to automatically create a new password. NOTE: The six bars at the bottom right corner indicate password strength. Use numbers, symbols, upper/lower case characters and up to 10 characters for a password that returns 6 green bars. 6. Choose a department. The newly created administrator will only have access to users and administrators in that department. To add an administrator with access to all users and all departments, choose the company. If no department is chosen, the newly created administrator will automatically be assigned access to the company. 7. Click Create. 9.2 Administrator Details Screenshot 20: Setting Administrator Details The Administrator Details enables configuring the basic settings of a GFI FaxMaker Online administrator. To configure these options: 1. From the Administrators screen, click next to the administrator to edit. Click Edit Admin. 2. In the Administrator Details area, configure the following options: Option Department Select the administrator's department. The administrator can only access users and administrators in that department. To give access to all users and all departments, choose the company. GFI FaxMaker Online 9 Administrators 45

46 Option Name & Surname New password The administrator's first name and surname. The administrator's address used for notifications and to login to GFI FaxMaker Online. Use this field to modify the administrator's password. Key in a custom password or click Generate to automatically generate a password. Click Show to display or click Mask to hide the password. NOTE: The six bars at the bottom right corner indicate password strength. Use numbers, symbols, upper/lower case characters and up to 10 characters for a password that returns 6 green bars. Click Save to apply all changes, Discard Changes to cancel changes made, or navigate to another tab to configure other settings. 9.3 Locking administrators Lock an administrator to temporarily disable the account. You can later re-activate a locked administrator, maintaining all configured settings. Screenshot 21: Administrator functions From the Administrators screen, click next to the administrator to lock and click Lock Admin. Click OK to confirm. Screenshot 22: Unlocking a locked administrator To re-activate a locked administrator, click confirm activation. next to the administrator to unlock and click Unlock Admin. Click OK to 9.4 Removing administrators Remove an administrator to delete the account. GFI FaxMaker Online 9 Administrators 46

47 IMPORTANT Removed administrators are not recoverable and settings are lost irrevocably. If in doubt, it is recommended to lock an administrator rather than removing it, since locking allows re-activation and settings are maintained. Screenshot 23: Administrator functions From the Administrators screen, click confirm deletion. next to the administrator to delete and click Remove Admin. Click OK to GFI FaxMaker Online 9 Administrators 47

48 10 Departments A department is a collection of settings that are applied to users. Departments simplify the creation process of new users by automatically configuring a common set of settings, rather than configuring each setting individually. To configure Departments, go to > Departments. The list of departments is displayed in the left pane, showing the name and number of users created using that department. Click Option next to a particular department and select the action to perform. Edit Department Delete Department Edit the department's properties in the right-pane. When editing is complete, click Save to apply changes or Discard Changes to cancel any modifications applied. Configure: Department details Fax settings Coverpages Notifications Date and time Delete the department from the list of Departments. Removed departments are not recoverable and settings are lost irrevocably. For more information, refer to Removing departments (page 55) Administrators with full access Administrators that have access to all departments in a company, can also configure the default company settings and add new departments. GFI FaxMaker Online 10 Departments 48

49 Company settings are accessible from the top-node department, represented by the icon. These settings apply when no department is configured. You can also configure the company's address where subscription notifications are to be sent. Administrators with full access can also add new departments. Click Add Department and follow the step-by-step wizard. For more information, refer to Adding departments (page 49) Adding departments NOTE Only administrators with full account access can add departments. To add new departments: 1. From the GFI FaxMaker Online console, go to > Departments. 2. Click Add Department. 3. Key in a department name and click Next. 4. In Faxing Settings dialog, configure: Option Fax Format Fax Page Separation Select the format of the fax to use when receiving a fax. GFI FaxMaker Online converts the received fax content to the selected format. When enabling this option, each fax page is processed as a separate file. Users receive each fax page separately in the chosen fax format. Click Next. 5. In Coverpage Preferences dialog, configure the coverpage to use when users send faxes. A coverpage is sent as the first page of a fax and includes various fax details, such as a custom message, recipient and sender s information. Configure the following options: Option Coverpage file Select coverpage to apply from the list of coverpages. Upload Coverpage Click Browse to upload a new coverpage. For more information, refer to Creating a coverpage (page 36). Automatic Coverpages No Coverpages With Body Text Adds the selected coverpage with all faxes sent by the user. Does not include a coverpage with outgoing faxes. A coverpage is only added if the sent by the user includes a body. If the contains only an attachment, the coverpage is not included. Click Next. 6. In Notification settings dialog, configure the conditions when to send notifications. GFI FaxMaker Online 10 Departments 49

50 Option to Fax Initial Notification (Success) to Fax Initial Notification (Failure) to Fax Delivery Notification (Success) to Fax Delivery Notification (Failure) Send an notification when an is successfully processed for fax transmission. Send an notification when GFI FaxMaker Online fails to process an for fax transmission. Send an notification when a fax is successfully delivered to its intended recipients. Send an notification when GFI FaxMaker Online fails to deliver a fax to its intended recipients. Click Next. 7. In the Date Format dialog, configure the date/time settings according to regional location and preferences. These settings are used by GFI FaxMaker Online to display the correct date/time formats and show the local date/time of a sent or received fax. Option Time zone Date format Time format Select the location time zone. Select the preferred date format. M - the numerical value of a month. MM - the numerical value of a month displayed in double digits. For example, January is displayed as 01. d - the day number. dd - the day number displayed in double digits. For example, 3rd January is displayed as 03. yy - the year in two digits. For example, 2013 is displayed as 13. yyyy - the year displayed in four digits. Select the preferred time format. h - the hour value in 12-hour clock format. hh - the hour value displayed in double digits, using the 12-hour clock format. tt - indicates morning - am or afternoon - pm. H - the hour value in 24-hour clock format. HH - the hour value displayed in double digits, using the 24-hour clock format. mm - the minutes value. Click Finish to create the department. GFI FaxMaker Online 10 Departments 50

51 10.2 Department Details Screenshot 24: Setting Department Details The Department Details configuration screen enables configuration of the basic settings of a GFI FaxMaker Online department. NOTE Administrators that have company access can configure the details of a company in the same way. You can also set the address where GFI FaxMaker Online sends account and subscription notifications. To configure these options: 1. From the Departments screen, click next to the department to edit and click Edit Department. 2. In the Department Details screen, configure: Option Department Name Users in this department A friendly name to identify the department. List of users that are members of a department. Click Save to apply all changes, Discard Changes to cancel changes made, or navigate to another tab to configure other settings. GFI FaxMaker Online 10 Departments 51

52 10.3 Department Fax Settings Screenshot 25: Department Fax Settings The department Faxing Settings enables configuration of a department's fax settings. Some fax settings are user-specific and cannot be configured on a department basis. Configure such settings on a peruser basis. For more information, refer to User faxing settings (page 34). To configure these options: 1. From the Departments screen, click next to the department to edit and click Edit Department. 2. In Fax tab, configure: Option Fax Format Fax Page Separation Select the format of the fax to use when receiving a fax. GFI FaxMaker Online converts the received fax content to the selected format and attaches the file to an addressed to the Receiving . When enabling this option, each fax page is processed as a separate file. Users receive each fax page separately in the chosen fax format. Click Save to apply all changes, Discard Changes to cancel changes made, or navigate to another tab to configure other settings. GFI FaxMaker Online 10 Departments 52

53 10.4 Department Coverpage Screenshot 26: Department coverpage options In the Coverpage configuration screen, specify the coverpage that precedes a fax sent by users assigned the selected department. The coverpage is the first page of a fax that includes custom information (such as recipient and sender s information) and design (such as company logo). NOTE A coverpage must conform with the fields and conditions accepted by GFI FaxMaker Online. For more information, refer to Creating a coverpage (page 36). To configure the coverpage to use for the selected department: 1. From the Departments screen, click next to the department to edit, and click Edit Department. 2. From the Coverpage tab, configure the following options: Option Coverpage file Select coverpage to apply from the list of coverpages. Upload Coverpage Click Browse to upload a new coverpage. For more information, refer to Creating a coverpage (page 36). Download Delete Automatic Coverpages Download and view a coverpage. Remove the selected coverpage. GFI FaxMaker Online cannot delete coverpages that are in use by one or more users or departments. Click Yes to confirm deletion. Adds the selected coverpage with all faxes sent by the user. GFI FaxMaker Online 10 Departments 53

54 Option No Coverpages With Body Text Does not include a coverpage with outgoing faxes. A coverpage is only added if the sent by the user includes a body. If the contains only an attachment, the coverpage is not included. Click Save to apply all changes, Discard Changes to cancel changes made, or navigate to another tab to configure other settings Department Notifications Screenshot 27: Department notification settings In the Notification Settings configuration screen configure the conditions when GFI FaxMaker Online sends notifications. To configure these options: 1. From the Departments screen, click next to the department to edit and click Edit Department. 2. From the Notifications tab, configure the following options: Option to Fax Initial Notification (Success) to Fax Initial Notification (Failure) to Fax Delivery Notification (Success) to Fax Delivery Notification (Failure) Send an notification when an is successfully processed for fax transmission. Send an notification when GFI FaxMaker Online fails to process an for fax transmission. Send an notification when a fax is successfully delivered to its intended recipients. Send an notification when GFI FaxMaker Online fails to deliver a fax to its intended recipients. Click Save to apply all changes, Discard Changes to cancel changes made, or navigate to another tab to configure other settings. GFI FaxMaker Online 10 Departments 54

55 10.6 Department Date Screenshot 28: Setting Department Date The Date configuration screen enables configuration of the date and time settings according to regional location and preferences. To configure these options: 1. From the Departments screen, click next to the department to edit, and click Edit Department. 2. From the Date tab, configure the following options: Option Time zone Date format Time format Select the location time zone. Select the preferred date format. M - the numerical value of a month. MM - the numerical value of a month displayed in double digits. For example, January is displayed as 01. d - the day number. dd - the day number displayed in double digits. For example, 3rd January is displayed as 03. yy - the year in two digits. For example, 2013 is displayed as 13. yyyy - the year displayed in four digits. Select the preferred time format. h - the hour value in 12-hour clock format. hh - the hour value displayed in double digits, using the 12-hour clock format. tt - indicates morning - am or afternoon - pm. H - the hour value in 24-hour clock format. HH - the hour value displayed in double digits, using the 24-hour clock format. mm - the minutes value. Click Save to apply all changes, Discard Changes to cancel changes made, or navigate to another tab to configure other settings Removing departments Removing a department from the list of departments. GFI FaxMaker Online 10 Departments 55