Self Reporting and Broadcasting
With OBT’s Fax Service
**Should you encounter any problems, please contact us on: [email protected] or call 1300 886 889 for assistance.
Table of Content
Self-Serve Support Features
Reports
Broadcasting from desktop
Creating a Broadcast List of Recipients
Self-Serve Support Features
Ø To confirm that you have received or sent a fax
Send an email to [email protected] and you will receive an email with a status on the most recent faxes received and sent.
Ø Resend a fax.
Send an email to [email protected] with the reference number inserted in the subject line of the email. Back
Reports
Ø For faxes you have received and sent today
Send an email to [email protected] you will receive an email with a report of all the faxes sent and received for the current day.
Ø For faxes you have received and sent yesterday
Send and email to [email protected] and you will receive an email with a report of all the faxes sent and received yesterday.
Back
Broadcasting from desktop
Ø To Send Fax Broadcast is a simple process:
1. Create a new email message from your email agent (eg Microsoft ‘Outlook’) 2. Address the email to [email protected]
3. Attach the list of recipients first and the word document second and click ‘send’ Example:
Ø Fax Broadcasting Requirements
o Only documents accepted for a fax broadcast are MS Word (.DOC) format, PDF and Text (.txt).
o The file format required for a list of recipients is Comma Delimited file (.CSV). Can be easily created from MS Excel
Ø Fax Broadcasting Tips
o If sending within Australia, include the full fax number including area code.
o For overseas numbers should be entered as 0011-country code- area code without (without the ‘0’)-number;
o Before you do a ‘live’ broadcast, do a test run to a small number of destinations, to make sure you have it right. Remember that it will not broadcast to duplicate numbers in the list, so make sure the numbers are different.
o Document files are converted into .TIF files before sending and can become very expensive to send if the source files contain ‘grey’ scale images. If in doubt, you should do a test by sending to a single recipient and when complete review the time duration of the fax;
Back
Creating a Broadcast List of Recipients
The format required for a list of recipients for a fax or SMS broadcast is Comma Delimited file (.CSV).
To create .CSV file you can go to MS Excel and open a new worksheet. In the new worksheet start inserting the fax or mobile numbers by starting at row 2 of column A and continued to insert numbers in descending order until finished. Example of how the worksheet should look can be seen below in Example1.
Also you may have to format the number column (Column A) as a ‘text’ format, so that ‘0’ is on the beginning of the number.
Once you have insert all the required numbers for the list of recipients then save file as .CSV and name the file ‘List- a meaningful name’ and press ‘Save’
Example 1: List of recipients without Merge Directives (replacement strings)
To create a list of recipients with merge directives to personalise the broadcast is exactly the same as above, however you insert the merge directives (replacement strings) in the columns to the right of the numbers. The name of the merge directives goes in row 1 of the column with the corresponding replacement string list below in line with the corresponding fax number, as seen below with Example 2.
Example 2: List recipients with Merge Directives (replacement strings)
Personalising Broadcast with Merge Directives
Fax broadcast documents can be personalised by inserting merged directives in the document.
Only ‘MS Word’ or .TXT documents will be accepted for broadcast fax with merge directives.
As shown below with example of a word document has been created for a fax broadcast and the merge directives First Name (<firstname>) and Last Name (<lastname >) have been inserted into the document.
When a fax broadcast is sent each corresponding First Name & Last Name replacement string for each fax number will be inserted into the fax document inline with the fax number.
