A phonebook group is a collection of entities that often receive the same fax. A group is similar to a distribution list. Sending a fax to a group causes the fax to be "broadcast" to each member in the group.
Creating groups eliminates the need for you to manually select each member of the group when you are preparing a fax. For example, assume that you send a monthly Sales Report to each of your sales employees. When you schedule the Sales Report fax, it is much easier to simply choose the "Sales" group than to add each salesperson to the fax recipient list individually.
To add a new group to a phonebook, highlight the phonebook folder into which you want to add the group. From the File menu, choose the New|Group command. FACSys displays the New Group dialog box and prompts you to define the new phonebook entry.
Enter the descriptive information for the new group. The Display Name is required and will display in the phonebook details list.
Defining the Group Members
In the Members area of the New Group dialog box, list the individual phonebook entries to be included in this group.
To define the members list, click the Select button. The Select Recipients dialog box lists all entries in the phonebook indicated at the top of the dialog.
| • | To select entries from another phonebook, select another phonebook name from the drop-down list associated with the 'Show entries from' field. |
| • | To quickly find a name in the phonebook, begin typing the name in the field provided. You will jump to the entries that match the characters you type. |
| • | To add a name to the Recipients list, double-click on the entry name. You can also highlight one or more entry names and click the >> button. |
| • | To remove a name from the Recipients list, highlight one or more entry names and click the << button. |
| • | To view the properties of an entry, highlight the entry name and click the Properties button. Viewing the properties of an entry may help you to determine whether to include the entry in the group you are defining. |
| • | To add a new entry to the selected phonebook and to the current group, click the New button. In the New Recipient dialog box, define the new entry and click OK. For detailed instructions on defining individual entries. |
After you have defined the group members, click the OK button to close the Select Recipients dialog box.
To save the new group and close the New Group dialog box, click the OK button.
