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. Choose New Group on the toolbar. FACSys prompts you to define the new phonebook entry.
Enter the Display name and Description for the new group. The Display Name is required and will display in the phonebook details list.
In the Members area, the display name of the current members of the group are listed.
To add members to the member list, click the Select button. The Select Recipients dialog box lists all entries in the phonebook indicated at the top of the dialog.
| • | Adding a name to the Recipients list: Place a checkmark in the checkbox to the left of the name to be added. You can add more than one entry at a time to the group. Click OK when you are done. |
| • | Removing a name from the Recipients list: Highlight one or more Entry names and click the Remove button. |
| • | Viewing 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. |
After you have defined the group members, click the OK button to close the Select Members dialog box.
To save the new group and close the New Group dialog box, click the OK button.
