Phonebook entries are the destinations in the phonebook to which faxes can be sent. The types of entries that can be added include individual fax recipients or groups.
NOTE: There is no limit to the number of entries in a shared or personal phonebook.
To add a fax recipient to a phonebook, highlight the phonebook folder where the recipient is to be added. Choose the File | New | Recipient command. Facsys displays the New Recipient dialog box and prompts for the new recipient information.
Defining General Information for a Phonebook Entry
On the General tab of the New Recipient dialog box, define the person's contact information:
- Name - Enter the person's name in the field provided. Names can either be entered directly into the Name field, or the Name button can be selected to view a list of valid Full name fields. In the Full Name dialog box, enter the person's name details, and click the OK button to continue.
- Company - Enter the company for which the person works.
- Job Title - Enter the person's job title.
- Display Name – The person's Display Name is entered automatically after the Name or Company is entered . This is the name that will display in the phonebook folder. The drop down list gives the ability to quickly define the first/last or last/first name sequence.
NOTE: A Display Name and a Fax Number must be entered for each new fax recipient.
- Fax Number - From the drop-down list, select the type of fax number to be entered and then enter the number in the field provided. Up to three fax numbers can be entered for each recipient (Business, Home or Other fax). Fax numbers should be entered in canonical format consisting of three separate entries: the country code, area code and phone number.
[ie. +1 (416) 208-6773] Spaces and hyphen characters are ignored by Facsys.
One of the fax numbers must be designed as the default. This default fax number will be used when sending a fax to this recipient.
- Voice Number - From the drop-down list, select the type of voice number to be entered, and then enter the number in the field provided. A voice number can be entered for each of the categories in the drop-down list.
- Address - From the drop-down list, select the type of address to be entered. To enter the person's address, click the Address button. In the Address dialog box, enter the person's address details and click the OK button to continue.
Defining Optional Contact Information
On the General tab of the New Recipient dialog box, define optional contact information for the person:
- Billing Code - Enter optional billing information for the entry. The billing code entered here will be tracked by Facsys every time a fax is sent to this recipient. Billing information is reflected in the Facsys activity reports generated by the Facsys Administrator.
- Email - Enter the person's email address. To send a mail message to this person, click the Send button and Facsys will launch the email application.
- Web Page - Enter the person's Web page. To visit the person's Web page, click the Explore button and Facsys will launch the Internet browser.
NOTE: The Facsys Administrator can also assign a billing code to a Facsys user's profile.
Defining Optional Details
On the Details tab of the New Recipient dialog box, define optional details for the person, including work titles and additional notes. This information will be included on the Facsys activity reports generated by the Facsys Administrator.
The optional "User Defined" fields on this tab can be used to help identify each fax recipient. For every recipient, up to four user-defined fields can be entered. This information may be included on cover pages and in Facsys Activity reports run by the Facsys Administrator. Also, by displaying the "User" column in the Phonebook folder, a user can quickly identify their phonebook entries based on the user-defined information. Using the View | Sort command, phonebook entries can also be sorted according to this user-defined information.
Saving the Phonebook Entry
After all required information is entered into the New Recipient dialog box, click the OK button and save the new recipient entry. Facsys saves the new recipient information and adds the entry to the selected phonebook folder.
NOTE: To organize the fax recipients in a phonebook, subfolders within Facsys phonebooks can be created.
For instructions on creating sub-folders.
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