Snappy Fax Version 5 Help

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Snappy Fax Version 5 Help

Note:

To change the product logo for your own print manual or PDF, click "Tools > Manual Designer" and modify the print manual template.

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Snappy Fax Version 5 Help 2

Part I Introduction

5

... 5 1 User Interface ... 5 The Quick Bar

... 6 The Ribbon Tabs

... 12 Navigating the Main Window

... 13 2 Getting Started

... 16 3 System Requirements

... 17 4 Migrating from prior versions

Part II Snappy Fax Settings

18

... 18 1 General Settings

... 22 2 Fax Options

... 24 3 Fax Cover Page

... 25 4 Saving Fax Files

... 26 5 Fax Forwarding to Email

... 27 6 Selective Forwarding to Email

... 28 7 Forwarding to Fax Machines

... 29 8 Publish To Website

... 30 9 Filter (Junk Fax) Settings

... 31 10 Modem Settings - Configuration

... 34 11 Modem Settings - Actions

... 35 12 Modem Settings - Line Properties

... 36 13 Modem Settings - Advanced

... 37 14 Modem Settings - Calling Card

... 38 15 Modem Settings - Manual Fax

... 39 16 Scanner Settings

... 40 17 Printing Options

... 41 18 Fax Server Interface

... 46 19 Security Measures ... 47 20 Archive Options ... 48 21 Watched Folders ... 49 22 Hot Keys ... 50 23 Digital Signature ... 51 24 Remote Submit ... 52 25 Internet Fax Service

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3 Contents

Part III Sending Faxes

55

... 55 1 From Other Applications

... 55 2 From Your Scanner

... 57 3 From Windows Explorer

... 57 4 Opening Files in Snappy Fax

... 58 5 Command Line Fax

Part IV Receiving Faxes

59

... 59 1 Overview

Part V Using Draft Mode

60

... 60 1 What is Draft Mode ?

... 62 2 Creating a fax draft

... 63 3 Modifying an Existing Draft

... 64 4 Deleting an Existing Draft

Part VI Address Books

64

... 64 1 Address Book Maintenance

... 70 2 Shared Address Books

... 72 3 Importing Contacts

... 73 4 Exporting Contacts

Part VII Email Accounts

74

... 74 1 Email Account Maintenance

Part VIII Special Topics

77

... 77 1 Disabling the Microsoft Fax Service

... 81 2 Watch Files Supported file types

... 82 3 Working with Grids (Logs)

... 86 4 Deleting records from the grid (log)

... 86 5 Working with the image viewer

... 87 6 Prepare Fax Job Screen

... 93 7 Importing Prior Version Data

... 95 8 Using the Cover Page Designer

... 98 9 Full Screen Viewer

... 99 10 What modem should I buy ?

... 100 11 Receive Mode Scheduling

Part IX Working with the Fax Server

102

... 102 1 Governing Your Workflow

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Part X Frequently Asked Questions

103

... 103 1 Can I use my All in One Machine ?

... 103 2 Can I use my Cable Modem ?

... 104 3 What about Windows 7 ?

... 104 4 Is it 64 bit Windows Compatible ?

Part XI Troubleshooting

104

... 104 1 No dialtone

... 104 2 False busy reported by modem

... 105 3 Modem will not answer calls

... 105 4 Transmission is very slow

... 106 5 Error Initializing Modem

... 106 6 Modem Failed to initialize

... 106 7 Modem in Use by another process

... 106 8 License File is Invalid

... 107 9 Cannot open license file

Part XII Purchase, Registration & Technical Support

107

... 107 1 How to Purchase

... 108 2 How to Register after Purchase

... 109 3 Technical Support

Part XIII Glossary of Terms

109

... 109 1 Glossary of Terms

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Introduction 5

1 Introduction

Welcome to Snappy Fax version 5.

Version 5 of snappy fax has a completely new user interface that you will find very easy to use, if you like version 4, you'll love version 5 !

Version 5 highlights

 The cover page designer has been completely rewritten from the ground up. It is much, much easier to use, is not dependent on screen resolution as in version 4 and produces a much more attractive cover page

 Annotating (mark up) of images is very easy, this functionality has also been completely rewritten. No requirement to change to 100% Zoom then drop to fixed location on image then move object, etc.

 Greatly improved image viewer produces better image quality when viewing

 Draft mode now makes it easier than ever to produce compound faxes (multi-page faxes from different sources) for faxing in a single transmission or saving for later use.

 New fax jobs can be started whenever you like, no more waiting for snappy fax to finish one transmission before starting another fax

 When configured as a client to the fax server, snappy fax is now more tightly integrated with the fax server's database, allowing additional administrative functions to be performed from the client  Improved import from Outlook to address book, no limitation as to what Outlook contact folder a

contact is stored in and distribution lists are also supported

 Outlook can now be used as the default email account in snappy fax for forwarding faxes to email, which is perhaps the most popular feature in snappy fax

 Snappy Fax can now automatically process Open Office Text and spreadsheet documents

And lots more ...

1.1 User Interface

1.1.1 The Quick Bar

The Application button and Quick Bar are located at the upper left corner of the main Snappy Fax window.

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The Quick Bar is always accessible because it is located on the window title bar, not a Ribbon tab that might not be the currently selected tab. If the main window is visible you can quickly make a selection from the Quick Bar.

The Quick Bar has five buttons:

1. Settings - click this button to open Snappy Fax' settings window

2. Lock or Unlock settings - This is a 'sticky' button click it to lock your settings, it will remain in the pushed state. Click again to unlock your settings and return the button to the up state. Note: You must enter the password to lock or unlock settings. The default password is ADMIN, if you change the password please record it somewhere ! Snappy Fax technical support will not be able to recover your password for you if you forget what it is. The button's icon will change to indicate locked or unlocked.

3. Fax Search - Search for a fax in the database using user specified criteria.

4. Receive Mode - Use this 'sticky' button to turn receive mode on or off. In the pushed state receive mode is on, click again to release the button to the up state and to turn receive mode off. The button's icon will change to give you a visual cue to the current state of receive mode.

5. Draft mode - Start or Stop Draft mode. This is also a 'sticky' button. See: Draft Mode

6. Connect or Disconnect Fax Server's database - This button is only enabled if you have Snappy Fax configured as a client to our fax server software. If this button is in the pushed state then Snappy Fax will connect to the Fax Server's database. Snappy Fax will connect to the fax server's database automatically at startup if the appropriate option is engaged in settings->fax server interface.

1.1.2 The Ribbon Tabs

The user interface for Snappy Fax Version 5.0 is centered around the Microsoft Fluent UI interface. Users of the

latest versions of Microsoft Word, Excel and other products are already familiar with this interface. Buttons are located on 'ribbon tabs' to divide them into groups by functionality, they are pictured below with

descriptions following.

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Introduction 7

Fax Receive Mode button

The fax receive mode button is used to turn fax receive mode on or off. The button's caption indicates the current state of receive mode. When receive mode is on the button remains in a lowered or pushed state, clicking the button toggles it's state to or from the pushed state and change the state of fax receive mode. When fax receive mode is off , the modem will not answer incoming calls and will not receive faxes.

Receive Mode Scheduler button

Use this button to activate, deactivate or change the constraints of a receive mode schedule. Refer to the Special Topics section in this help file for more information about using the Receive Mode

Scheduler.

Receive Manual Fax button

A manual fax is a fax that is received over an already existing telephone connection. That is the modem did not answer the incoming call but the call is already in progress. Use this button when you want to receive a fax over an existing telephone connection. For example, you are having a voice conversation with another party and they want to send a fax to you during that connection.

Note: some modems will 'prefer' that the telephone receiver is left off hook while the fax session is in progress, while others will 'prefer' that the receiver be hung up when the modem begins negotiating the fax session with the remote fax. You may need to experiment to determine which is best for your particular modem.

Send Cover Page Only Fax button

Use this button to send a fax that will only consist of a cover page and nothing else.

Send a Manual Fax button

Sending a manual fax is the reverse of receiving a manual fax (see above). You should already have the image you want to fax loaded in the snappy fax image viewer before clicking this button. The modem will go off hook, attempt to negotiate the session with the remote fax and transmit the image in the image viewer. The last comment above under receive manual fax regarding the telephone receive applies to sending a manual fax as well.

Draft Mode On/Off

Use this button to turn draft mode on or off. See: What is Draft Mode ?

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Open File As Image

You can open a file directly into the snappy fax image viewer. The following file types are supported:

Tiff Files (*.tif,*.tiff) Jpeg Files (*.jpg,*.jpeg) Bmp Files (*.bmp) PDF Files (*.pdf) Text Files (*.txt) APF Files (*.apf)

A most recently used list is maintained for this button with the 20 most recently used files. If you click on the caption part (lower) of this button you can choose from the list of MRU files. Clicking on the icon part (upper) of this button will present a file open dialog from which you can choose the file you want to open.

These file types can be converted natively by snappy fax to an image that can be loaded into the image viewer, with the exception of

.txt files which are processed using notepad.exe via the snappy fax printer driver to convert the text to a tiff image.

Open Word Document

Note: Microsoft Word must be installed on your system to use this feature.

The functionality of this button is identical to the previously discussed Open File As Image button except the only file types that can be selected are .doc, .docx or .rtf files.

This process involves opening the selected document for printing by calling Microsoft Word, printing to the Snappy Fax Printer to convert

to a tiff image and then loading in the image viewer.

Open Excel SpreadSheet

Note: Microsoft Excel must be installed on your system to use this feature.

The functionality of this button is identical to the previously discussed Open File As Image button except the only file types that can be selected are .xls, and .xlsx files.

This process involves opening the selected document for printing by calling Microsoft Excel, printing to the Snappy Fax Printer to convert

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Introduction 9

Scan a Document

Use this button to scan documents from your scanner.

Save to User Database

If you want to save the image that is currently loaded into the image viewer to the user database click this button. The image will

be stored where you can later recall it from the user database.

Save to File

Use this button to save the image loaded in the image viewer to a file on your computer. You can save the image it either .tif, .pdf or .dcx formats since these are the only multi-page formats. You cannot save to a jpg file, it is a single page format.

Print this Image

Use this button to print the image that is currently loaded into the image viewer.

Fax this Document

Click this button to fax the image that is currently loaded into the image viewer with Preview. If you want to print to the default printer without preview, hold down the Ctrl key while clicking this button.

Fax selected pages

If the image loaded in the image viewer consists of more than one page, this button will become available. You can use it to select one or more pages to fax when you do not want to fax all pages in the image.

Image Annotation Tools

There are eleven annotation tools that can be used to annotate or 'mark up' an image that is loaded into the image viewer. Park the mouse

over a button to see a hint to the type of annotation supplied by a particular button.

Annotations are much improved over previous versions of snappy fax. Click the annotation tool you want to apply to the image, the button will remain in a pushed state. Position the mouse to the part of the image where you want to apply the annotation and then click the mouse.

The annotation will be applied to the image at that position and the annotation tool button will return to the up state and annotation pointer tool will become selected as the current tool button. Note: when using the straight line tool, click the mouse at the starting point of the line, drag the mouse to the desired end point while holding down the mouse left button, release the mouse button at the desired end point. The process is the same for the freehand line except you should double click the mouse button at the end point when you are finished drawing.

You can use the 'Delete' annotation button to delete a previously applied annotation. Don't forget to use the 'Burn in' button to make annotations permanent. If you print, fax or save an image without burning in, the annotations will not be a part of the image. Once you burn in annotations, they are permanent and cannot be removed without using the eraser tool to blank out the annotation.

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Address Book

Use this button to add contacts to your address book and perform other tasks available from the Address Book Maintenance screen.

Email Accounts

Use this button to add, change or delete email accounts. Snappy fax needs its own email account setup to perform certain mail tasks like forwarding incoming faxes to email addresses, etc.

Cover Sheet Designer

This button will access the Cover Page Designer screen from which you can create, maintain and otherwise manage your cover page templates.

Print Blank Cover Page

Allows you to choose a cover page template, fill in information and print the cover page to your printer. This function would not normally be used in everyday fax operations as snappy fax will automatically prepare the cover page and include it as part of the fax. This feature was added at the request of a user.

Utilities Ribbon Tab

Repair/Optimize Database

You can use this button to access the Repair/Optimize utility in case there is a need to repair or optimize the snappy fax database.

Relocate Data

Snappy fax by default chooses the location of its data files. You can use this utility to relocate the data to another folder. It is generally

recommended that this is bad practice as the files are located in the user's appdata folder recommended by best practices advisories

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Introduction 11

from Microsoft. Note that each user account has his/her own database and the database cannot be shared with other users of snappy fax on the same computer or on other computers on a network.

Merge Data

Use this button to merge data from another snappy fax database into your current database.

Import From Prior Version

Use this button to Import your fax data, address book entries, email accounts and other information from snappy fax version 4.

Import Other Fax Files

You can import tiff files to the database using this utility. This process involves a substantial amount of input on the part of the user since there is not way to tell from simply selecting an image file who the fax image was sent to or receive from, etc.

Reports & Lists Ribbon Tab

Print Fax Reports

Use this button to select and print standard reports supplied with snappy fax.

Report Designer

You can design your own custom reports but be warned this is a daunting task and not for the faint of heart or casual computer user.

A separate document is provided with the snappy fax distribution on the usage of the report designer, it is beyond the scope of this help file.

Report Book Listing

Prints the standard address book reports distributed with snappy fax.

Create HTML Report

Use this button to create a report of incoming faxes in html format and publish to a website. Refer to the topic on Publish to Web.

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Technical Support

Use this button to generate a report of technical information about your computer and snappy fax configuration. You can

email this information to snappy fax technical support from the Tech Support screen. Any time you request tech support you should send your tech data.

Check for Software Update

Use this button to determine if you have the latest update to snappy fax.

Apply License Key from File

Use this button to apply a license key sent to you after you have purchased a license for snappy fax.

Snappy Fax Help

Use this button to access the help file you are now reading.

1.1.3 Navigating the Main Window

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Introduction 13

1.2 Getting Started

In order to use Snappy Fax for sending or receiving faxes, it needs to know about your modem, this is the only critical setting that must configured before you can use snappy fax. The only exception to this is if you are using snappy fax as a client to the fax server, in that situation, no modem is required since the fax server software will be processing all incoming and outgoing faxes.

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Introduction 15

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Express setup is complete when you have finished either of the screens above, you can use snappy fax settings to further configure other options. At this point, your

minimum required configuration is complete.

Note: if you click Cancel to exit Express Setup, it will not be invoked again, you will need to go to settings to configure these options.

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Introduction 17

Snappy Fax is not a 'fax service' that handles your faxing needs on a per fax basis like eFax (to name one), it is fax software that you install on your computer and use to send and receive faxes over your

existing phone line.

Snappy Fax is compatible with the following versions of Windows:  Windows 2000

 Windows XP  Windows Vista  Windows 7  Windows 8

 Windows Server (all versions)

Snappy Fax does not require a lot of memory and most modern computers that are capable of running recent Windows versions have

sufficient memory. Hard disk space requirements will depend on your fax volume and with the advent of large capacity hard drives in the computer world hard disk space should not be an issue. If you are running very low on hard disk space then it's time to upgrade your hard drive anyway. You will need about 30 mb to install snappy fax and create the empty databases that are required.

You will need a fax modem installed in your computer and connected to your telephone line in order to send and receive faxes with snappy fax. The exception here is that if you will be configuring Snappy Fax as a client to our fax server software, you will not need a fax modem.

Fax machines are connected to the worldwide telephone network and you must use this telephone network to send faxes to them or receive faxes from them. You cannot send a fax over the internet to a fax machine connected to the telephone network.

Note: DSL and Cable modems and other wireless modems used for networking or internet connections

are not fax modems.

Please refer to the topic on Modems for more information on recommended fax modems.

You do not need a scanner to use snappy fax, it is purely optional. If you have a twain compliant scanner then it should work with Snappy Fax. Snappy Fax cannot detect and use a network scanner connected to another computer on a network, it must be a scanner connected directly to your computer.

1.4 Migrating from prior versions

If you are migrating from version 4 of snappy fax and you have snappy fax configured as a client to the fax server software perform these preliminary steps before importing your version 4 data into version 5:

1. Import all unimported faxes from the fax server into your client. 2. Update the status of all jobs submitted to the fax server.

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If you using snappy fax in desktop mode then there are no special precautions. After installing version 5, use the 'Import Prior version data' button on the 'Utilities' Ribbon tab to import your snappy fax version 4 fax data, settings and other items. Version 5 of snappy fax uses a different version of the database engine and will not automatically pick up and use your version 4 data, you will need to use the 'Import From Prior Version' button on the 'Utilities' ribbon tab and run the import procedure to import your data from version 4 of snappy fax.

Note: The import procedure will import all records from the version 4 database, you cannot selectively import so import after installing version 5 and do not perform the import procedure thereafter. Your settings will also be imported from version 4, however if you have a receive mode schedule established, that information will not be imported. The receive mode scheduler has undergone radical coding changes and you will need to reestablish your schedule in version 5.

2 Snappy Fax Settings

2.1 General Settings

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Snappy Fax Settings 19

Personality

Enter your name, your company name and fax number in the boxes provided. Check the adjacent check boxes to indicate whether you want to have the items appear on the fax header at the top of each fax page.

Automatically launch snappy fax when windows is started

Check this box to have snappy fax record an entry in the registry telling Windows to start it when Windows is started. The registry entry is placed under the registry key: HKEY_CURRENT_USER \Software\Microsoft\Windows\CurrentVersion\Run.

When a fax is printed, mark it as read

Incoming faxes are always marked as unread when received. Unread faxes appear in bold in the incoming fax log. If you want to mark a fax as read when printed then check this option. Note that if you have selected the printing option to automatically print incoming faxes, the incoming faxes will always be flagged as read if you check this option.

Make 'Send To' context menu item in Windows Explorer

The context menu referred to here is the popup menu that is displayed when you right click on a file name in Windows Explorer. If you check this option, Snappy fax will add an entry 'Snappy Fax Version 5' under the 'Send To' popup menu item on that context menu. Snappy fax can process the following file types from the context menu:

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Snappy Fax Version 5 Help 20 PDF Files (.pdf) Bitmap Files (.bmp) Jpg Files (.jpg, .jpeg) Text Files (.txt)

Word Documents (.doc, .docx) Excel Spreadsheets (.xls, .xlsx) RTF Files (.rtf)

Automatically update the fax database when image annotations are made permanent

Fax images are always saved to Snappy fax's database as a blob field (binary large object). When you double click on an entry in one of the fax logs, snappy fax loads the image into the image viewer. In the image viewer you can make notes, erase parts of the image, draw lines and otherwise

'annotate' the image. Annotations are not made a permanent part of the image until you click the 'burn in' button. In addition, the image in the database will remain unchanged until you click the 'update database image' button on the horizontal toolbar at the bottom of the image viewer. If you will always want to make annotations a permanent part of the image that is stored in the database, check this option. When this option is checked, clicking the 'burn in' button will automatically update the database image.

Behave as system tray application

A 'tray application' is one that displays an icon in the system tray. The system tray is the area on the right side of the task bar where the date and time are displayed. Clicking the close button on the main window will not close snappy fax when in tray application mode, it will only minimize it and display the icon in the system tray. To activate snappy fax, double click the icon in the system tray. Note that the tray icon also has an associated popup menu, right click the icon to access the popup menu.

Minimize snappy fax on startup

Check this option to have snappy fax minimize on startup.

Suppress save confirmation message when closing Draft Window

If this option is checked, the draft window will be closed immediately without a confirmation prompt when the close button is clicked.

Main Window Navigation

Navigating the different views on the snappy fax main window is managed by clicking the Navigator bar to expose the list of available views. Each view is a tab page. By default no tabs are actually visible. If you want the tabs to be visible check 'Show Tabs' and select the style and position you desire.

Use Right to Left Reading Order

Check this option if you system language requires right to left reading order. This is primarily Hebrew or Arabic, but possibly others as well. When this option is in effect, the layout of screens will change by flipping controls from left to right.

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The grid controls that present database records in a tabular format for the user include many useful features like sorting, grouping and filtering the grid data which is easily accomplished by clicking a column header, dragging a column header or clicking the down arrow on the column header. In order to provide this functionality, the grid control loads all database records into memory so that is can be quickly accessed for sorting, grouping and filtering operations.

If your fax database contains many thousands of records then snappy fax will take a performance hit in loading these records into memory. The problem will manifest itself with slow startup times or slow performance when populating a grid when a folder is selected in the navigation pane. By default, when a database contains more than 5,000 records the grid related to that particular data table (incoming faxes for example) will be put in 'Grid Mode' which means that the sorting, grouping and filtering functionality will be disabled. This is to avoid a huge performance hit when loading or navigating data. When a grid is in 'Grid Mode', all data records are not loaded into memory, rather a specified number of records are loaded and other records are fetched from the data table as needed. A side effect of 'Grid Mode' is that that scroll bar may not accurately reflect the true position of the record in the data table. For example, if you grab the scroll bar's thumb with the mouse and pull it to the bottom of the scroll bar, the last record in the grid view will not necessarily be the last record in the data table. You will need to use the navigator bar that is positioned at the bottom left of the data grid to navigate to the first or last record in a data table, as shown

below.

If you have a very fast computer, you can increase the record count to a higher number, some systems may be able to efficiently handle 10,000 records or more without using 'Grid Mode'. You will need to experiment to see at what level you experience a degradation in performance with very large data sets.

The best alternative to avoid 'Grid Mode' is to manage your database to move older items to an archive when your record count grows excessively large. Note that you can create any number of archives in snappy fax and that you will also need to ensure that no one particular archive grows excessively large. If for example, your main database has 4,000 records but the default archive has 60,000 records, you will experience a substantial performance hit when loading snappy fax. You can use the 'Move to Another Archive' feature to move records from the default archive to another

archive. Note that you can create a new archive 'on the fly' when moving records from one archive to another or when moving records from the main database to an archive.

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Note: when a grid has been put into 'Grid Mode', the group panel will not be visible. The group panel is shown below:

In the image below, the grid is in 'Grid Mode' and as you can see, the group panel is hidden:

2.2 Fax Options

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Show a Balloon Hint when Receive mode state is changed

Snappy fax can display balloon hints above the tray icon to alert you to certain events. If you want to be alerted in this manner when receive mode is turned off or on then check this option.

Animate Tray Icon when a fax is received

When this option is checked, the tray icon will cycle from the fax icon to a light bulb icon and back every second to alert you that a fax has been received. To stop the animation (blinking effect) click the tray icon.

Show Balloon Hint when a fax has been received

Check this option to show a balloon hint when a fax has been received.

Play Sound File when a fax has been received

Check this option and specify the sound file (.wav file) you want to play if you want snappy fax to make a sound when a fax is received.

Show Main Window after a fax has been received

This option can be useful if you want snappy fax to show its main window and go automatically to the received fax item in the inbox when

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Show Balloon Hint when a fax has been sent

Check this option to show a balloon hint when a fax has been sent.

Suppress Fax Progress Window or View when an outbound fax transmission is in progress

When a fax transmission is in progress, snappy fax switch to the progress page / view if the progress window is docked to the main form or display the progress window if undocked. If you do not want to see the progress window automatically, check this option.

Suppress Fax Progress Window or View when an incoming fax is being received

When a fax reception is in progress, snappy fax switch to the progress page / view if the progress window is docked to the main form or display the progress window if undocked. If you do not want to see the progress window automatically, check this option.

Default folder for new faxes

You can have new faxes (incoming or outgoing) automatically sent to a specific folder in the snappy fax logs. The folders shown here are the folders already setup on the main window. You cannot add a new folder here, you must first add it on the main window in order for it to appear here. Select the folder you want by clicking it with the mouse. Check the checkbox below the folders to indicate whether you want the items moved to the default folder on startup. As an example, you might set up a new folder for incoming faxes called 'Unread faxes', all new incoming faxes will be sent to this folder in the incoming fax log. If you leave the checkbox unchecked here these faxes will remain in that folder and you can move them yourself to another folder after you have read and attended to these faxes. If you check the checkbox here, when snappy fax is restarted and the date has changed, they will be moved back to 'Incoming Faxes'.

2.3 Fax Cover Page

Specify the default cover page template you want to use on this screen. If you do not want a default template then blank out the entry in the Default Fax Cover Page edit box. Use the browse button to navigate and select the default template. The dialog will automatically open to the snappy fax cover template folder.

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2.4 Saving Fax Files

Snappy fax always saves fax images to its database as a blob field (binary large object). You can always retrieve a fax image from the database by double clicking on an entry in the fax logs. If you want to additionally save the images to an external file on your hard drive then specify the location and options here. The files can be saved in either Tiff or PDF format. Note that .jpg is not a multi-page format and cannot be used.

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2.5 Fax Forwarding to Email

Snappy fax can forward incoming and outgoing faxes to any number of email addresses. To enabled this feature, check the 'Enable Forwarding' checkbox and check the 'Forward ?' column for recipients you want to forward to. Note that there are sections for incoming and outgoing, check those that apply. Also, note that the list is populated from the default address book, in order to forward to an email address, there must be an entry setup in the address book for that recipient. You can specify forwarding dates or check the 'Always' column to disregard dates and always forward to that recipient.

Note: Make sure that either the 'Always' column is checked or that a valid begin and end date range is selected if the 'Forward ?' checkbox is checked, otherwise the recipient will not receive the fax.

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2.6 Selective Forwarding to Email

Snappy fax can selectively forward incoming faxes to email addresses depending on the CSID (calling station ID) of the fax sender. Each fax machine transmits a CSID during the initial negotiation between the fax sender and fax receiver. The CSID transmitted is established by the sender, not all senders will transmit a CSID, but the vast majority will and this is usually the fax number of the transmitter. Note that the sender's CSID may include area code and country code or just the basic phone number of the fax machine. You can set up a pattern using wildcards to match more than one number. The asterisk (*) is a wildcard character as seen in the screenshot below. The first pattern shown 229* means that any CSID beginning with 229 will match regardless of what follows after the 229. The second pattern 229-246* means that any CSID starting with 229-246 will match. The only other valid wildcard character is the question mark (?) which will match any single character. For example, 22?-246* will match any area code beginning with 22 and then followed by -246 and anything after that, so these will match: 227-246-9876, 226-246-8988 but 239-246-0989 will not match (for example).

Use the buttons to enter a new pattern and/or new email addresses for each pattern with your recipient information. The name field is optional.

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2.7 Forwarding to Fax Machines

In addition to forwarding incoming faxes to email addresses, snappy fax can forward incoming faxes to other fax machines as well. Enable this feature by clicking the 'Enable Forwarding' button and check the 'Forward ?' column and specify a time frame or check the 'Always' column for each desired recipient. As with email forwarding, the recipient must already exist in the default address book.

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2.8 Publish To Website

Snappy fax can publish a report in html format to a website where interested parties can view the report and fax images. In addition, it can notify contacts that the report has been changed via email. On this settings page, enter your ftp information, user id and password as well as web url information. Note that the ftp directory must already exist, snappy fax will not create a new ftp directory on your web server. If your web server is available on your network and ftp access is not required check the appropriate checkbox and enter or browse to the network path and snappy fax will use a simple file copy operation instead of ftp to copy the report and image files to your web server.

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2.9 Filter (Junk Fax) Settings

Snappy fax can filter out unwanted junk incoming faxes. You can establish a fax filter, by checking the type of filter that you want. You can use either a 'Reject' filter whereby faxes from any of the listed fax numbers is rejected or an 'Accept' filter whereby you will only accept faxes from certain fax numbers. The fax number is actually the CSID (calling station ID) transmitted by the fax sender. It is usually the fax number in some format but not always, some junk faxers send a blank CSID which is the reason for the 'Reject faxes from ... who do not transmit' option. Select the type of filter you want to use and then enter the CSID's in the New edit box and click the Add button to add to the list. Note that the CSID entered here must match exactly the CSID transmitted by the sender.

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2.10 Modem Settings - Configuration

Before you can use snappy fax for sending and receiving faxes you must configure your modem so that snappy fax will know what com port the modem is connected to.

Note: If you are using a version of Windows that includes the Microsoft fax service then your modem may not be accessible by snappy fax. See 'Disabling the Microsoft Fax Service' for instructions on disabling the fax service.

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Modem Control

Select you fax modem from the "Modems" drop down list. Your computer may have more than one fax modem installed. If this list is empty then either you do not have a fax modem in your computer or it is currently disconnected or it needs to be reinstalled in control panel.

Use Tapi is the default selection, Tapi is the "telephony programming interface" inherent in all Windows installations. If Use Tapi is selected, you do not have to set the com port selection and it will be disabled. If you choose Direct to Port, you will need to select the Com Port, in most cases snappy fax will be able to choose the correct one for you. If snappy fax is unable to determine the com port, a 'Find Port' button will become enabled as well as the 'Control Panel' link. You can click the 'Find Port' button to have snappy fax query all possible com ports to see if the modem responds on a particular port. You can click the 'Control Panel' link to open the Control Panel->Phone and modems page to verify the correct com port selection.

Fax Class

The possible fax class selections are 1. Detect

2. Class 1 3. Class 2 4. Class 2.0

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You can select Detect and snappy fax will use the highest class that your modem supports.

Answer On Ring

Set to the desired number of rings. If you have callerid on your phone line then set this number to 2 or higher. CallerId information is available on the line between the first and second rings for most phone providers.

Blind Dial

Checking this option will cause the modem to ignore the dial tone on the line. If fax transmission fail with 'No dial tone' in the 'result' column in the outbox then *if you are certain* there is a dial tone on the line you can check this option. If a modem consistently reports no dial tone on the line, make sure the line is in good service, the phone cord is not damaged and the wall jack is live and

functioning properly. The phone service will emit a dial tone when it is ready to accept the dialing, if there is a problem on the line that causes a no dial tone condition then checking this box will not resolve the issue, you should take steps to have your line checked and find out why there is no dial tone.

Detect Busy

This option is checked by default. If you have a modem that reports busy when you are certain the line is not busy then you can uncheck this option to have the modem ignore that condition. The only way to effectively troubleshoot this is with your modem speaker (assuming it has a speaker), you can determine if the modem properly reported busy (you will be able to hear the busy signal yourself). In some cases the phone service will emit a "fast busy" signal which indicates the number cannot be completed as dialed. The modem will interpret this as a normal busy signal, so you should make sure that the number entered is exactly as you would dial it with your "fingers"

Modem Speaker off

Check this option to turn off the modem speaker.

Start Fax Receive Mode with Snappy fax is launched

Uncheck this option if you do not want to automatically receive faxes, otherwise snappy fax will put the modem into answer mode at startup.

Desired Baud Rates

Select 14400 which is the default. If you are using fax class 2.1 (SG3 edition of snappy fax) then the baud rates will be forced to 33600. Some class 1 modems do not properly implement V.17 to V.29 session negotiations. If you have problems receiving faxes from some fax machines but not others then select 9600 for the Incoming baud rate.

Abort Timer Interval

The abort timer will cancel a receiving fax session which has gone for 5 minutes without receiving fax page data. 5 minutes is the minimum, it is recommended you not change this option.

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The modem type selection controls the send and receive initialization strings. The 'B Default (no init string required)' is sufficient for most modems. If you have a modem that does not , by default, use hardware flow control then you will need to select a pre-defined modem type or use the 'A Custom' modem type and enter the init strings in the boxes provided. 'K Rockwell (Conexant) based 56k HCF' is a common modem type used for some internal modems.

2.11 Modem Settings - Actions

The default settings shown in this screenshot are recommended. The 'Wait for Remote to Answer' can be increased if you find that a particular fax machine you are calling takes a very long time to answer, for example perhaps your correspondent has their fax machine set to answer after 10 rings, this may take more than 60 seconds so increase it to 90 seconds or whatever is needed. If this amount of time expires after the modem dials the number, the modem will hang up and report 'no answer'.

Modem Reset commands are typically ATZ or AT&F, the default is ATZ but as shown, it is recommended to use AT&F for most Multitech modems.

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2.12 Modem Settings - Line Properties

Modem Line Properties

Pulse Dialing

Check this option if you have a very ancient phone system using a rotary dialer. Checking this option in any other situation will cause fax calls to fail. Pulse dialing is obsolete almost everywhere now with the possible exception of some very rural areas.

Call Waiting

If your phone line has call waiting, the best advice that can be given is to get rid of that feature. A call waiting tone emitted on the line during a fax session is guaranteed to kill the session. You can disable call waiting for the duration of an outbound call using the Call waiting disable code but there is no way to disable call waiting when receiving a fax.

Call Waiting Disable Code

The default disable code of *70 is not guaranteed to be correct. Consult your phone provider for the correct code and enter it in this box followed by a comma.

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If you need to precede the fax number with a code like 9 to obtain an outside line, enter the code in the Prefix box followed by a comma. The suffix box is for use in special situations where a suffix should be dialed after the fax number.

Always use modifiers

If this option is checked the phone number entered before sending a fax will always be modified using the prefix and suffix. If you do not always want to use the prefix and suffix , leave this option

unchecked and enter the prefix and suffix as part of the fax number yourself at fax time.

Use Caller ID

If your phone service has caller id feature then check this box. The default caller is modem command is AT+VCID, this may not be the correct command for your particular modem, please consult your modem documentation to ensure the correct command is used.

Distinctive Ring

If you have distinctive ring on your phone service, complete this section. DRON is the most common modem implementation of reporting distinctive ring. The DRON value will depend on your DR service. Your phone provider will likely NOT be able to tell you this information. We can assist you in

determining the correct value if you can provide us with a transmission log. To obtain the log, make sure the Keep Transmission logs is checked *and* 'Include page data in log' is also checked. Start receive mode in snappy fax, call your DR number and let the session fail normally. Select the item in the inbox for the failed attempt, right click and select 'View transmission log'. Save the log to a .txt file and send to tech support requesting help with DRON value.

2.13 Modem Settings - Advanced

These advanced modem settings should not be changed from their default values unless you are asked to do so by snappy fax technical support.

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2.14 Modem Settings - Calling Card

If you use a calling card, enter the card information here. You may need to enter one or more commas at strategic places in any of these boxes. If your provider's calling card system requires a prompt to be played before additional dialing then enter enough commas to cause the required amount of delay. The default for most modems provides a 2 second delay for each comma encountered in the dialing string.

Example: a prompt is played 'please enter your account number' after dialing the access number, the playing of the prompt takes 6 seconds

In this example you should enter three commas in the 'Access number' box after the access number to have the modem wait for 6 seconds after dialing the access number and before dialing the account number.

You will find that a bit of experimentation is necessary in order to get the dialing string correct as to the number of commas required.

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2.15 Modem Settings - Manual Fax

A manual fax is a fax that is transmitted over a previously established telephone connection, usually when you have dialed the call yourself, perhaps had a voice conversation and then wish to send a fax over the connection. The modem does not have to dial the number, only go off hook and start the transmission or reception. The default selections show here are recommended. Note that some modems work better with manual fax if you leave the telephone receiver off hook during transmission or reception, others work better if you hang up the receiver immediately when you hear the modem begin to emit fax tones.

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2.16 Scanner Settings

There are only two scanner options. If your scanner has a document feeder, check the related check box. Some scanners for reasons not fully understood, will produce a white text on a black background image. If you scanner is one of these check the Invert option and snappy fax will always invert the image after scanning.

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2.17 Printing Options

Under Printing Options check the items you want to automatically print in real time and the printers you want them printed to. Note that you can select any number of printers. Be aware if you choose not to print incoming or outgoing fax copies at fax time, you can always print them later. The status line on outgoing faxes refers to a status line reflecting the date, time, sent to information and the result of the transmission.

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2.18 Fax Server Interface

Snappy fax can be configured either as a standalone desktop fax application or as a client to the our fax server software.

Note: You should have already installed and configured the fax server software before configuring the client software on your workstations

Preparatory Steps:

Before configuring the client software, you should make certain that the following steps have been taken:

1. Open TCP Ports 12005 through 12008 on your firewall (incoming and outgoing). The database server uses ports 12005 and 12006. The fax server and snappy fax client software communicate inter- application messages on ports 12007 and 12008.

2. Make sure you can ping the server computer from your computer / workstation and that you can ping the workstation from the server.

Check 'Enable Interface to Fax Server' to configure snappy fax as a client for use with the fax server software.

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See discussion below the image for the settings on the 3 tab pages.

Configuration Tab Page: (shown above) Server Name (Fax Host)

This is the network name of the computer where the fax server software is installed.

Use Database Server

The fax server installer installs the snappy fax database server as well and if the fax server is configured to use the database server (highly recommended) then the database server is already running and configured.

Check 'Use Database Server', after entering the server name. Snappy fax will connect to the database server for network access to the fax server's data files. If successful, you will not need to complete any additional entries on this screen.

Use of the database server is optional but will result in huge performance gains when accessing the fax server's database over the network. If you choose not to use the database server you will need to complete the Data Host and Path to server data files.

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This is the network name of the computer where the fax server's data files reside. This by default will be the same as the Fax Host. It is possible to relocate the fax server's data files to another network device, if that has been done in the fax server software then enter here the network name of the device where the fax server data files have been moved to. This option is disabled if you have checked 'Use Database server' and snappy fax was successful in connecting to it.

Path to Server's Data Files

This should be "\\SERVERNAME\SFSERVER3" (without quotes). SERVERNAME should be replaced with the name entered in the Data Host box. SFSERVER3 is a sharename that should have already been placed on the fax server's data folder, assuming that the fax server software was configured first. This option is disabled if you have checked 'Use Database server' and snappy fax was successful in connecting to it.

Database Server Port Bindings Tab Page:

You should not have to make any changes at all to the options on this page unless another program is using the port numbers shown above.

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Automatically Update Job Status

When you submit a fax job to the fax server, a record will be written into the outbox data view with the 'result' column showing 'Submitted'. The result column will remain 'Submitted' until the fax server software actually processes the job. After the fax server processes the job, the 'result' column will be changed to reflect the actual result of the transmission attempt. If you want snappy fax client to automatically update the status of jobs submitted, check this box.

Show Tray Balloon Notification when status has changed

Check this box to show a notification balloon in the tray area any time snappy fax has changed the status of submitted jobs.

Check Status Every

Select how often (seconds) you want snappy fax to look for status changes on submitted jobs.

Always import fax jobs sent by ... other clients

I you want snappy fax to gather information about fax jobs submitted by other clients and record their information in your local outbox, check this item.

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If you want snappy fax to automatically retrieve incoming faxes from the fax server and place in your local inbox, check this option. Note, you will need to have the privileges in the fax server's settings->network clients set to allow auto import or this feature will not be honored.

Show Tray Balloon...

Show a notification balloon in the system tray when new faxes have been retrieved from the fax server.

Check for new faxes every

Select how often you want snappy fax to look for new faxes on the server.

Server Connection

This option is intended for peer to peer networks that may have limited concurrent connections. Leave Always Stay Connected selected.

Fax Server Interface Advanced Options

This mode allows you to work with the fax server files directly without the need to import into your local inbox. The text on this settings page explains this mode quite clearly. If you want to use this modem you must have been granted administrator privileges in the fax server software's settings->network clients (privileges section)

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2.19 Security Measures

Snappy fax has some built in security measures the options for which can be set on this screen. Note: the default Security Password is ADMIN

You can and should change the password on this settings page but PLEASE remember what the new password is, snappy fax technical support cannot recover your password for you !

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2.20 Archive Options

Snappy fax can maintain any number of archives. The default archive is simply 'Default Archive', you can create additional archives as you wish for incoming and outgoing faxes.

Depending on your fax volume, the primary fax database may grow very large and while snappy fax can easily handle large databases it is a good practice to periodically move old database items to an archive to improve operating efficiency and to minimize the chance of a complete loss of all data if database corruption occurs. Corruption is rare but can occur if snappy fax is actively writing to a database when a sudden power outage occurs.

You can set snappy fax to automatically move items of a certain age into a designated archive. The auto archive operation will run approximately 5 minutes after initial startup and then again at 24 hour intervals.

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2.21 Watched Folders

Snappy fax can manage an unlimited number of 'watched' folders. A 'watched' folder is simply a folder that snappy fax monitors for ongoing file activity. When a new file is created in the folder, snappy fax will check to see if the file is of a supported file type and then examine the file name to see if it is intended as a fax file. The file name of a watch file that should be processed for faxing is in the following format:

NNNNNNNN_##########_R_Y_Cover page subject_Cover page memo box contents_memo field in outbox_bill code field

NNNNNNNN represents the name of the recipient ####### represents the fax number

R represents the fax routing method, R=Normal fax, S=Submit to fax server

Y represents whether to send a cover page or not Y=Yes, N=No (the default cover page template will be used)

Cover page subject represents the subject of the fax if a cover page is used (optional)

Cover page memo box contents represents the desired contents of the message box area on the cover page (optional)

memo field in outbox represents a memo field entry that appears in the outbox data record (optional) bill code field represents the desired contents of the bill code field in the outbox data record (optional) Example:

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Joe Smith_18007861233_R_Y_Your Product Quote_The quote you requested for SKU# 90919_Product Quotes.docx

Note that formatting characters are not required in the phone number part of the file name. See: Supported File Types

2.22 Hot Keys

If you want to use hot keys to change receive mode or draft mode then you can choose them here. Be sure to Test if the hot key is available before accepting your changes.

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2.23 Digital Signature

Snappy fax can apply a facsimile signature to your fax pages. You will need to create a signature graphic (.bmp file) to use for this purpose and the size of the signature must be appropriate so that when applied to the fax page it does not cover important content in the fax itself.

Select the graphic file you want to use and the position and pages option. Note: Snappy fax will not sign cover pages, it is easy enough to place the signature graphic on your cover page template if you want a signed cover page.

Creating a signature graphic is easily done if you have a scanner. Take a standard size piece of copy paper (white) and sign your name to it and then scan the document into snappy fax and save it to a . tif file. You will need to use some type of image editing software to crop the image to the desired size. The standard Paint program that ships with Windows can do this easily. Use Paint to open the . tif file and crop the image to 300 by 150 and then save the image as a .bmp file.

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2.24 Remote Submit

Snappy fax client can submit fax jobs to the fax server remotely via email when configured as a network client to the fax server. To enabled this feature check the 'Enable Remote Submit' checkbox and enter the email address assigned to the fax server in it's 'remote assistant' settings. Also, select the email account you have set up for using remote submit in 'Tools and Accounts' Email

maintenance. If you have not already set up the account for this use you can click the 'Add Email Account...' button to access the Email maintenance screen.

Using remote submit requires configuration in both the fax server and the snappy fax client software. When a fax is submitted to the server in this manner, the actual document to be faxed and

subsequent messages between the fax server and the client software are exchanged using email. The Remote Assistant background thread in the fax server monitors an email box that should be setup exclusively for use by Remote Assistant (RA), when a message arrives in this mailbox, the RA expects it to be a fax job that is sent from the client software and it will process the job accordingly by simply parsing out the details and submitting the document to the fax server's jobs queue just as a user on a network workstation would do. It is important that the mail box being used by RA be a unique mail box and the *Remote Submit* options in the client software must indicate this email box's email address in the settings. When a document is sent by remote submit from the client software it is sent to this mail box. In that fax server's remote assistant settings, this email address must be entered in the settings there to indicate which email box remote assistant is to monitor for incoming fax jobs.

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Similarly, remote submit options in the client software should also designate a unique email box for remote submit's use. When a job is sent to the fax server by remote submit, the reply to address of the email will reflect this email address and remote assistant on the fax server will know what email address to send subsequent status emails to. The remote assistant will send status messages to indicate the job has been submitted and then another message indicating the success or failure of the fax job.

In summary, two unique email addresses must be established, one for remote submit and one for remote assistant. Remote Assistant is the fax server's helper thread and remote submit is the helper in the client software that send the job to remote assistant (RA) running on the fax server.

2.25 Internet Fax Service

Snappy Fax can be used to send and receive faxes using your internet fax service like, eFax or MyFax. We refer to this as "iFax" processing.

You must have a subscription to one of the supported internet fax services and properly configure the options in this section in order to use this feature.

The following internet fax services are supported: 1. eFax

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Snappy Fax Settings 53 3. MetroFax 4. RapidFax 5. Fax87 6. SmartFax 7. FaxAge 8. GreenFax 9. UnityFax

Refer to the following guidelines when completing the options available in this section, a screen shot is shown below with discussion following:

Enable Internet Fax Service

Check this option to enable the options on this settings page.

Credentials

Only used with FaxAge internet fax service.

Fax Service Domain

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services work by sending an email to an email address constructed with the fax number first then the '@' symbol then the domain. Example: [email protected] They also require the full phone number including the country code and are code along with the fax number.

Email Account

This is the email account in snappy fax, use the Email Accounts maintenance button on the 'Tools & Accounts' ribbon tab from the main snappy fax screen to create email accounts. You can click the link 'Setup Account Now' on this settings page to access that from within this settings page. Note that you will need to configure both the incoming and outgoing email options in snappy fax since you will want to be able to receive faxes as well as send them via your internet fax service.

It is strongly advised that you setup a unique email account with your internet provider for this purpose. If you use your regular email account for this purpose then your regular mail reader, like Outlook, may delete message from the mail server and thus they will not be available for snappy fax to process. This applies equally to sending and receiving faxes. If you choose to not establish a unique email account for this purpose then DO NOT check the option 'Delete any extra messages or SPAM' option as it will delete any message in the inbox for the email account that snappy fax cannot process as a fax notification. (see below)

Include Unique Reference in Subject

The only way that snappy fax has to track a fax sent to the internet fax service is with some type of reference. if you do not check this option, snappy fax will not be able to update the status when an email is sent from your internet fax service reporting the status of the fax. When the fax image is sent to the fax service, the initial text in the 'result' column in the outbox will be 'Submitted to Fax Service'. Snappy fax will update this upon arrival of an email from the fax service reporting the status of the actual fax. The status will be updated to 'OK' or a failure description. The possible failure descriptions would be 'Fax # incorrectly formatted' if the fax number did not include the country code and area code or simply 'Fail' if the fax could not be successfully transmitted by the fax service. When this option is checked, snappy fax will replace the %R token in the Subject Template with a Unique reference that it generates when the fax email is sent to the fax service. The allowed tokens are %R for reference and %S which represents any text that you type. So, if you type into the subject for the fax 'The quote your requested' then the %S in the template will be replaced with that text.

Delete Mail Message after processing

The message will be deleted from the mailbox, if snappy fax could successfully process it.

Delete any extra messages or SPAM

Snappy fax will delete any message that is not determined to be a fax notification from the mailbox, if this option is checked. DO NOT use this option unless you have established a unique email

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Sending Faxes 55

3 Sending Faxes

3.1 From Other Applications

Snappy fax installs its own printer driver. Once it is installed you will find the 'Snappy Fax Printer' installed on your computer.

Note: Please do not change the printer name from 'Snappy Fax Printer' or any properties of the Snappy Fax Printer in Control Panel, doing so will render the printer driver

inoperative.

You can fax any document from any other Windows application by simply printing the document to the 'Snappy Fax Printer'. Perform your print operation normally except choose the 'Snappy Fax Printer' as the destination printer. Once the printer driver has converted the document, it will be loaded into snappy fax and the 'Prepare Fax' screen will be presented. From the 'Prepare Fax' screen, you can choose the intended recipients for your fax, select the desired cover page template, etc. Whenever sending faxes by whatever method, you will be presented with the 'Prepare Fax Job' screen after the image has been processed and is ready for faxing.

3.2 From Your Scanner

If you have a scanner connected to your computer, you can scan documents to be faxed. Note that snappy fax cannot detect a network scanner that is connected to another computer on a local area network, it must be connected to your computer.

To begin scanning, click the 'Scan a Document' button on the Image Viewer ribbon tab. Note: if you have a problem scanning and there seem to be two entries for your scanner in the scanner selection drop-down box, try selecting the other scanner entry and see if that works.

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The image shows that 4 pages have been scanned. The 'callouts' on the image describe the parts of the Scan Manager screen and

their functions.

If your scanner does not have an automatic document feeder, you will be prompted after each page has been scanned to insert the

next page of the document on the platen glass, this process will be repeated until you finish the scan by clicking 'cancel' in response to

the prompt.

If your scanner has a document feeder, be sure to load the feeder before clicking the 'Start Scan' button. All pages loaded in the feeder will be scanned once you click the 'Start Scan' button.

Be sure that you select the correct TWAIN source (driver) from the scanner selection drop down list. You may need to experiment a bit to

determine which is the best driver to use, as some scanners will install more than one driver. Windows will have a default TWAIN device

Snappy Fax Version 5 Help