Fax Client

The 4-Sight FAX Printer Driver for v7.5 can sometimes encounter issues with earlier versions of Mac OS X. If encountering a "<filename>_4sftemp.4tf to get its page count." error while trying to print to the 4-Sight FAX printer, follow the directions below:

1. Make sure the Fax Client is closed.
2. Run the “Uninstall 4SF Printer.zip” to fully uninstall the printer driver.
3. Run the “4SF Printer v701 Installer.zip” to install the alternative printer drivers.

The latest Fax Clients allow you to import contact lists that were created in or exported from other applications such as FileMaker, Excel, Outlook, etc. These lists can have many more columns (fields) than before, and the Fax Client allows you to map your field headings to match our preset headings. Just follow the steps below:

1. In the Fax Client, go to File menu/Import, and choose Delimited file as the format of your database, then follow the prompts to locate and select your tab-delimited file.
2. At this point a mapping interface appears. Your field headings are on the left (Source Fields), and 4-Sight Fax is on the right (Target fields). Simply highlight a Target field, then double-click the Source field that matches, and you will see your Source field name move over to the far right column, called Import Field. Repeat this process until all of your headings have been mapped.

You can also click the Guess button to allow the Fax Client to automatically match as many Source and Target Fields as it can. When you are finished, click OK. Your contacts will now be imported into the current address book that you have selected in the Fax Client.

Important: in order for mapping to work correctly, you must have your field headings inserted as the first row of your delimited file. For example, if your first column is the Name field, then the first row in your delimited file for that column must be the word "Name", etc. Please see the the Fax Client User's Guide for more information on importing address books.

Caution: By default, individual Personal Address Books reside under the {Home} folder for each Account on the host computer. The default path is... {Home}/Documents/4-Sight Fax User Data/Client/4-Sight Fax Address Book.4ab. If two or more users are sharing a Mac and logging in with separate Accounts, care must be taken to avoid losing new data added to the Personal Addresss Book. The easiest way to do this is to move the Personal Address Book to the Shared folder on the Mac so that all users will have Read & Write permissions to a shared Personal Address Book. Otherwise, each user must select the Personal Address Book residing in that user's {Home} folder whenever 4-Sight FAX Client is started in order to have Read & Write permissions to the address book.

Most spreadsheet applications have the ability to concatenate first and last names together into a full name within a single cell. In Microsoft Excel (Mac OS X or Microsoft Windows), the command is Concatenate. You will need two additional columns to work this out. If you want the full first and last name string separated by a space in the C column and are working in the first row, for example, the command in cell C1 looks like this: =Concatenate(A1," ",B1) in the standard Excel command format that is preceded by an "=" sign with parameters separated by a comma. Copy and paste this command into the "C" column of Excel so that all first and last names are made into full names in the C column.

There is one more step required because leaving the first and last name as a formula cell entry would create new problems for you when you attempt to import. Once you have column C populated with full names, perform a "Copy" from the entire data-filled portion of the C column and select "Paste Special" with the cells in the D column selected. When the Paste Special dialog appears, select the "values" button so only the data values are copied and not the formula. At that point, you could delete the "C" column values derived from the formula as they are no longer needed.

Please make sure that the 4-Sight FAX print driver has been added to your printer list. This can be found inside your Utilities folder on your hard drive.

Check the name of your attachment file. Make sure it does not contain forward slashes, colons, or other unusual characters. These can cause the 4-Sight Fax Print Driver to pause while imaging an attachment. If the problem continues, please contact 4-Sight FAX Technical Support.

Enforce group name as public -- Ask your Fax Administrator to check your User definition on the Fax Server to make sure that "Enforce Group Name as Public" is NOT checked. This setting, which is rarely used, requires that users send faxes under the name of a group of which they are a member. If "Enforce Group Name as Public" is enabled but you are not a member of a group, your faxes will be Rejected by the Fax Server.

Priority violation - Another reason for rejected faxes is that they are submitted at a higher priority than is permitted in the User definition on the Fax Server. See Question 10 in the General section.

Grayscale setting - Faxes will also be Rejected if the Fax Server is set to Reject Grayscale Faxes or your outgoing fax has a higher level of grayscale than the Fax Server permits. On the Fax Server, visit Setup -> Imaging to review the grayscale settings.

Predial Prefix -- If an access number is required to reach an outside line, that number, followed by a comma, should be configured as the Predial Prefix in Device Setup -> Configuration on the Fax Server. The Predial Prefix should not appear in the Address Book or be added to a number on the Fax Client.

Wrong number -- Finally, check the telephone number that is being dialed for each rejected fax to confirm that the number is a valid fax number. If the fax number came from the Address Book, look to see if Smart Dial is enabled. On the Fax Server, check to see that Setup -> Dialing is properly configured for Country Code, Area Code and Area Code Rules. See Server FAQ #4 for information on detecting and correcting invalid fax numbers.

Once you have created your fax and set up the cover page, schedule the fax for, say, an hour ahead of your current time. Then click the Send button to send it to the Server. Once the fax appears in the Outgoing Faxes folder as "Imaged", you can then view the fax by double-clicking on it or click the View button. Then if you wish to send the fax immediately, simply click the Edit button, and in the Scheduler, change the time to the current time (or earlier), and the fax will send.

To see all faxes, you need to be configured on the server as well as the client. To do this, follow these steps:

1. On the server, go to: Setup->Security Setup->User Setup->Edit User and make sure Full queue access is checked.
2. On the client*, after logging in, select the Queue to view and enable (check) Show all users

*You must be logged in to the server from the client to be able to set this preference.

This will occur if you send fax(s) using an alias name. By sending a fax using an alias name, you are logging in as yourself, but choose to send the fax using someone else's name.

The opposite effect of this situation is when your name was aliased by someone else to send a fax, and you do not actually send it, then you will not see the fax unless you have full queue access and 'show all faxes' selected.

Yes. The 4-Sight FAX Client does not have to be running for you to be notified of new faxes. Because the 4-Notify program launches at startup and always runs in the background, it is responsible for checking for and notifying you of new messages. Within the 4-Sight FAX Client preferences, a user can specify the interval to check the FAX server. The 4-Notify program checks the 4-Sight FAX Server for your new fax messages at this interval.

If any part of the path to a 4-Sight Fax data file is an alias to a mountable volume, that volume must be mounted for the 4-Sight Fax Client to find the file. An unavailable volume will result in the above error message, and failure to load the user's data.

Yes. You can disable the sounds for all users of a particuler Fax Client or you can adjust the sounds on a user-by-user basis as follows (respectively):

Fax Client->Preferences->Feedback->Remove the check from the Play Sounds option.

In the Folder List, select a User, then Tools->Account Settings->Notification->Notification Method: disable Chime or enable Chime and select the sound you prefer.

Yes. To backup a local address book, select the address book you want to backup from the Folder List, then follow these steps on the client:

File->Save As->Choose a directory folder to hold the backup copy of the address book then click Save.

The priority of a fax can only be specified from the client. Follow these steps in the composer window to specify a fax's priority:

Cover Page->Priority->Choose one of the priority options.

You can see this in the Client Composer's Recipients List. There are two types of recipients regarding dialing:

1: Smart Dialing* recipient

A Smart Dialing recipient's fax number will show exactly as dialed once it has been moved into the recipients list. It will not display the number exactly as dialed when in the Address List; therefore, you must select a user as a recipient to view the exact fax number dialed by the server.

*You MUST be logged into the server for this to work.

2: Standard recipient.

A Standard recipient will be dialed exactly the way you entered the Fax Number and will never be changed by the server.

On the client, there are controls that allow users to filter or search the active queue or folder for keywords. These controls are located above the active queue or folder shown in the main window of the client. To search for exact keywords, type the keyword to the right of the Starts With selection.

On the client, there are controls that allow users to filter or search the active queue or folder for specific last names. These controls are located above the active queue or folder shown in the main window of the client.

The problem lies in the failure of Apple's TextEdit application to properly handle the fax request from the 4-Sight Fax client.

To work around this problem, open your text file in TextEdit and follow these steps:

File->Print->Make sure 4-Sight Fax option is chosen then click Print.

If you fax directly from Acrobat Reader using Windows and do not fax the file as an image, this problem can occur. To overcome this, follow these steps when sending a fax from Acrobat Reader:

File->Print->Make sure the option Print as Image is selected then click Print.

You can check on the progress of an attachment print job by choosing the 4-Sight Fax option in the "Print Center".

Resend is available on Outgoing faxes that have been Rejected. You may change a limited set of fields when you resend a fax, but you are dealing with a fax that is already on the server.

Forward is also available for Outgoing faxes, but it simply downloads the fax attachments and loads them into a Composer for you to finish composing the fax. When you Send it, a completely new fax will exist on the server, but it will be based on the attachments you selected to forward.

Forward is also available on faxes stored locally in your Sent Faxes folder or in any of your User Folders. The success of Forwarding from User Folders depends on the format of the fax as it was received. Formats of RLE may be forwarded without problem. Other formats will have to be converted before they can be used.

To convert one of these files using the 4-Sight Fax Client, create a New Fax, select the file as an attachment, then complete the composition of your fax.

Because cover page imaging is NOT done on the client, the client viewer will only display attachments. When there are no attachments, a logo image is displayed, but this is not a cover page image. If you were to change your cover page in the client viewer, you will not see any changes in the viewer until you add attachments, in which only the attachments are loaded into the viewer not the cover page.

The problem lies in the failure of the AppleWorks application to properly validate the fax request from the 4-Sight Fax client.

To work around this problem, open your AppleWorks file in AppleWorks and follow these steps:

File->Print->Make sure 4-Sight Fax option is chosen then click Print.

This means your user login has been restricted to send faxes only under a 'public' name. To lift this restriction, follow these steps on the server:

Setup->Security Setup->User Setup->Users->Make sure Enforce group name as public is unchecked.

This means your user login has been restricted from using aliases. To lift this restriction, follow these steps on the server:

Setup->Security Setup->User Setup->Users->Make sure Allow username alias is checked.

Because the server treats the Subject as a property of all the faxes that are grouped together even through multiple items show up in the Outgoing Queue, changing this Subject on one fax will change the subject for all.

In contrast, the Scheduled date/time is treated as a property of each fax in the group, so a change you make on the date/time on any one fax applies only to that fax.

Client Preferences apply to all valid User Accounts that have been enabled on the Fax Client. Preferences are categorized as Fax Preferences, Feedback Preferences and Advanced Preferences. On the Fax Client menu bar, select Preferences under Fax Client to see the settings.

Account Settings apply to each User Account and can be different depending on the user. Account Settings include things like Auto-Login, Remember Password, Fax Checking Interval, Notification details, Aliases, Emails, and Cover Pages.

The 4-Sight Fax Client Preferences and Logins are stored:

• On Mac OS X: /Users /{$Home} /Library /Preferences /4-Sight Fax
• On Microsoft Windows systems: {$Home} \Application Data \4-Sight Fax \Client \Configuration

The Fax Client's User Folders (Pending Faxes, Sent Faxes, etc.) are stored:

• On Mac OS X: /Users /{$Home} /Documents /4-Sight Fax User Data /Client
• On Microsoft Windows systems: {$Home} \Application Data \4-Sight Fax \Client \User Data

Yes, but we suggest that you first try the Client Preferences Reset function by going to Fax Client -> Preferences on the menu bar. On the Fax tab of the Preferences dialog, click the Reset button in the lower left corner.

If the Reset does not solve your problem, you may delete or rename the top-level folder listed for your platform. Be sure to start from the proper $Home folder to avoid deleting another user's informtion.

• On Mac OS X: /Users /{$Home} /Library /Preferences /4-Sight Fax /Client
• On Windows systems: {$Home} \Application Data \4-Sight Fax \Client \

Obviously, all your client preferences will be lost, and you will start as if this were a fresh installation. But doing this has NO effect on the server's data, only the data that is used by your client.

The password you set on the Fax Client must match the password that is already set on the server.

This is typically caused by:

1. Either you or someone else using your User Name has logged in from another client. If you have set your User Account to login automatically, that could be the reason.
2. The 4-Sight Fax Client has crashed and stopped communicating with the server. Because of this, the server will not log out your client until after 10 minutes. If you attempt to reconnect within this 10-minute period, the above error message will be displayed and the login will fail.

Scheduling simply sets the date and time that you want the fax to be sent out by the Fax Server. After the scheduled fax is submitted to the Fax Server, it is held in a “Waiting” state until the Fax Server is ready to image the fax. Imaging can occur up to 20 minutes before the fax is scheduled to be sent, depending on conditions. After the fax is imaged, it remains in “Imaged” status until the appointed time for delivery.

Because the client's General Preferences are considered machine wide preferences, you may have multiple logins defined but it will not apply any restrictions to the priority you may set.

When you create a fax and you are online with a server, the Composer will check your permissions and disable settings that may overstep any restrictions. This will prevent you from sending a fax that will be rejected by the server.

There are relatively small discrepancies in the system clocks of the client and server machines, sometimes resulting in timestamp differences.