Copyright: ® GFI Fax & Voice, 1994


 Tutorial

In this section you will be taking a look at the two basic programs which enable you to make your own fax on demand system with Faxmaker.

With the Faxmaker Configuration program you can set up complete fax on demand systems. Within any particular system you can have any number of instances where your caller can ask for and receive documentation (you can convert any Windows document with the Faxmaker printer driver). In Faxmaker, these instances are called selection boxes and voicemail boxes. These will be the basic building blocks of your system. You establish the order of these selection or voicemail boxes by connecting them in a particular order (the menu structure). Through each selection or voicemail box, the caller will be able to activate particular actions such as receiving a particular document, going on to another selection box or being disconnected. The caller will know which actions to choose by listening to sound files which you will have to record with the help of the Faxmaker Sound Recorder. Besides sound files explaining each of the actions available in selection or voicemail boxes, the system must also contain a number of sound files common to all fax on demand systems. These are called System Messages and are also used to direct the caller to make certainchoices.

To make a particular fax on demand system functional, you must open that particular configuration file in the Faxmaker Engine program.

Throughout this tutorial you will be using some demo sound files and documents which have been included in the Faxmaker software for this purpose.


 The Configuration Program Tutorial

Starting the Configuration Program

Opening a Configuration File

Selectionbox Definition window

Voicemail Box Definition window

Practical Exercise

Saving and Closing your Configuration filet

Setting Functions


 Starting the Configuration Program

1.  From Windows Program Manager open the Faxmaker group and double-click on the Faxmaker Configuration icon to start this program.


 Opening a Configuration File

A configuration file (*.cfg) in Faxmaker is a particular fax on demand configuration. Once you have started the Faxmaker Configuration program, you can open an existing configuration file, or make a new one. In this chapter we will open an existing configuration file.

1.  Open the file contained under the Faxmaker directory by selecting Open from the File menu (or click on the Open icon).

2.  Open the file demo.cfg by selecting it and then clicking on OK.

Throughout this tutorial, we will be using Demo.cfg to illustrate some basic components of Faxmaker. All sound (.pcm) and fax (*000) files you will shortly be using are contained within the directory C:\ Faxmaker, in the sub directories \pcm and \fax respectively.

Configuration details


 Configuration details

Click anywhere on this window to activate a short description about a particular functionality.


Title Bar


Configuration Menu Functions


New configuration file


Open configuration file


Close configuration file


Save configuration file


New selection box


New voicemail box


Selection/Voicemail box Definition


Create Overview


Start Sound Recorder


Test System Integrity


Configuration Flow-chart

This is the visualization of the menu structure build up. It shows you how the selection and voicemail boxes are linked to one another.

The Configuration Flow-chart is permanently displayed in your main configuration window. When you link, add or delete selection or voicemail boxes, the changes will automatically be reflected in the Flow-chart.


Selection & Voicemail box frame

This is a list (in alphabetical order) of all the Selection and Voicemail boxes contained within this configuration file.


Currently open file


Current Time & Date


Selection box

A Selection box is the basic building block of your menu structure. A selection box in a configuration file always contains a sound file which informs the user of the possible choices. It could be linked to a number of fax documents, to a Voicemail box, to other selection boxes. It could also be set to Not active or to react by hanging up.


Voicemail box

A Voicemail box is a type of selection box which has the ability to record any messages left by the caller. Look at it as the Faxmaker answering machine. In this way, a caller can leave a message for someone at a specific location (determined by you) within the system flowchart.


 Selectionbox Definition window

When you open the configuration file Demo.cfg, you can activate the Selectionbox Definition window by double-clicking on the name of one of the selection boxes contained in the list:

1.  In the Configuration List, double-click on the selection box called Hello.

You can also activate this function by highlighting the selection box Hello, and either, click on the Selection or Voicemail box definition icon or choose the Definition function from the Selectionbox menu.

The Selectionbox Definition window pops up. You can see at a glance how the selection box is defined.

See also Linking a Sound File

Click anywhere on this window to activate a short description about a particular functionality.


Digit Length

The Digit Length field defines the length of the digit which the caller would have to enter. Therefore, depending on the amount of options present in any one selection box (fax documents, other selection boxes, hang up or inactive options), you will have to accordingly assign one or two digits to this field (1-9 options = 1 digit, 10-99 options = 2 digits).


Browse button

Clicking on theBrowse button will activate the Open dialog box from which you will be able to choose a sound file of your choice.


Sound file name

This sound file will direct the caller to to the available menu options.


Digit code

The Digit Code fields denote the exact digit combination to be entered by the caller to activate a particular action (fax documents, selection boxes, hang up or inactive options). Every selection box has its own individual Digit Length and Digit Code settings. All Digit Codes are directly linked to the settings in Digit Length field in that, for instance, if the Digit Length settings is set at the default value of 1, the digit code for any of the options present in that selection box can only contain one digit (1 or 2 or 3 etc.).


Action button

The 'Action' button will activate the Select Actions window. This enables you to link the digit code to a fax document, or to a selection box, or to hang up the line (disconnect) or to set that particular option to Not active. The option Delete link will restore a blank field in the Digit Code field.


Description

The Description area in the right segment displays the name of the chosen file or the name of the option.


 Linking a Sound File

Each existing selection or voicemail box must be accompanied by a sound file which explains the options available to the caller at that pont. To link an existing sound file to its corresponding selection box:

1.  In the Hello, Selectionbox Definition window click on the Browse button.

2.  Select the file Hello.pcm from the Open dialog box and click on OK.

3.  Close the Hello Selectionbox Definition window by clicking on OK.

Once a caller arrives at this point in your system, the system will automatically play back the sound file Hello.pcm. He could press digit 1 on his telephone keypad to go to the voicemail box Message. He could press digit 2 in order to proceed to the selection box Info, or he could press digit code 3 to be disconnected from the system.


 Voicemail Box Definition window

The Voicemail box Definition window contains information about a particular voicemail box.

1.  Double-click on the voicemail box called Message. (You can also activate this function by highlighting the voicemail box Message, and either, click on the Selection or Voicemail box definition icon or choose the Definition function from the Selection box menu.)

The Voicemail box Definition window which is activated shows you at a glance how this particular voicemail box is defined.

See also

Linking a Sound File and

Choosing the Selection box after answering

Click anywhere on this window to activate a short description about a particular functionality.


This field displays the selected voicemail box name.


This field displays the selected sound file. This sound file will direct the caller to the available options within this voicemail box.


Clicking the Browse button alongside the text Sound File, will activate the Open dialog box from where you can choose a sound file. This sound file should contain instructions for the caller as to how he can leave a message in your system.


This drop down list box contains a list of the remaining selection and voicemail boxes in your system. In order for the caller to progress through the system after leaving a message, you must select one of these boxes.


The 'Recorder' button activates the Sound Recorder so that you can directly record a sound file for this box.


 Linking a Sound File

1.  In the Message Voicemail Definition window, click on the Browse button.

2.  Choose the file message.pcm from the Open dialog box

3.  Click on OK or press Enter.

Once a caller arrives at this point in your system, the system will automatically play back the sound file message.pcm.


 Choosing the Selection box after answering

1.  In the Message Voicemail Definition window, click on the arrow at the edge of the list box to scroll it down

2.  Select the Info selection box

3.  Click on OK or press Enter.

After the caller listens to the sound file message.pcm, he will be able to leave his message and move on the selection box Info.


 Practical Exercise

See

Preparing Documents for your fax on demand system

Linking Fax Documents to Digit Codes

Recording Sound Files

Linking sound files

Your System so far


 Preparing Documents for your fax on demand system

You can convert any existing document made in Windows to the Faxmaker format. The conversion takes place whenever you print a document with the Faxmaker printer driver. The Faxmaker printer driver is automatically installed during the Faxmaker installation routine. It is a mechanism which converts any file format to a *.000 file. Faxmaker can fax back on demand any *.000 files present in your configuration system.

For this exercise, choose a single A4 sized document describing one of your products or services.

1.  Open this document in its Windows application.

2.  Select the Printer Setup function from the File menu

3.  In the Printer list frame select the Faxmaker printer driver

4.  Click on OK or press Enter.

5.  Select the Print function usually located in the File menu

6.  Click on OK or press Enter.

The Faxmaker printer driver processes your document and asks you to name the file and determine a specific directory and drive.

7.  Type in your product or service name. The extension .000 is automatically added.

8.  Click on OK or press Enter.

9.  Repeat this procedure for another document about a product/service you want to include in your fax on demand system.


 Linking Fax Documents to Digit Codes

A Digit code is the precise combination of digits which a caller enters to select an option within your system. Digit Code fields must therefore define the exact digit combination which the caller must enter.

1.  Back to the configuration file demo.cfg, double click on the selection box Info from the Selection and Voicemail list to activate the Info, Selectionbox Definition window.

You can also activate this function by highlighting the selection box Info, and either, click on the Selection or Voicemail box definition icon or choose the Definition function from the Selectionbox menu.

2.  Position the cursor in the first row under the column Digit Code. Type number <1>

3.  Click on the Action button alongside it to activate the Select Action window.

You must now define what option is to be linked. Your available options are to link this Digit Code to a fax document, to a selection box, to hang up the line, to delete the link or you could set the option to Not active.

a.  Select the option Send Fax by clicking the option button alongside it.

b.  Click on the Browse button and select one of the files which you have just prepared in the previous section.

c.  Click on OK or press Enter.

4.  Repeat the process to link Digit code <2> to the remaing fax document.

5.  Link Digit code <3> to the option Disconnect.

Once a caller arrives at this point in your system, he could press digit 1 or 2 on his telephone keypad to receive documentation about two of your products or services, or he could press digit code 3 to be disconnected from the system.


 Recording Sound Files

Up to now, you have selected ready made sound files and linked them to a selection box. You will now record your own sound file to accompany the selection box Info. We recommend you use the same name for your sound files as that of the selection box in which you plan to link them. Our sound file will therefore be called info.pcm.

When you record a sound file, you must eliminate silence as much as possible, both before and after speaking. This ensures professional sounding texts.

1.  In the Info Selectionbox Definition window, select the Start function from the Sound Recorder menu

2.  Select New from the File menu

Your sound file will be placed in the default directory C:\Faxmaker\pcm unless otherwise specified in the menu Location of files.

In the File Name field in the New dialog box, type in: <Info.pcm>

a.  Click on OK or press Enter. After naming your file you can start recording.

Faxmaker supports several fax/voice modems, each with its own ways of recording voice prompts. Consult the Installation manual for more specific information on how to record with your fax/voice modem.

b.  Click on the Record button (centre)

c.  Speak in <Press one to receive information about Product1. Press two to receive information about Product2. Press 3 to hang up.>

d.  Click on the Stop button (right)

To listen to the message you have just recorded:

1.  Press on the Play button directly after recording your message or select the file from the Sound Recorder window and then press on the Play button.

To record your message again:

1.  Press on the Record button directly after recording your message or select the file from the Sound Recorder window and then press on the Record button and start recording the message.

2.  When you are satisfied with your recording you can close the Sound Recorder window by choosing the Close function from the File menu.

You should be back in the Main configuration window of the Demo.cfg project.


 Linking sound files

To link Info.pcm sound file to the selection box Info:

1.  In the Info, Selectionbox Definition window, click on the Browse button alongside Sound File.

2.  Select the sound file you have just recorded; info.pcm from the Open dialog box.

3.  Click on OK or press Enter.

4.  Click on OK or press Enter to go back to the Faxmaker main Configuration window.

Once a caller arrives at this point, the system will automatically play back the sound file Info.pcm.He could press digit 1 or 2 on his telephone keypad to receive documentation about your products or services, or he could press 3 to be disconnected from the system.


 Your System so far

The caller enters the system from the entry box Hello. This selection box contains a sound file which greets the caller and informs him of the options available (Hello.pcm). He can now either proceed to the Info or to the Message or to the Goodbye selection boxes.

If the caller chooses to move directly to the selection box Goodbye, he will be thanked (no sound file needs to be linked to this selection box because when the caller chooses the Disconnect option, the system will automatically play the system message Goodbye.pcm and the line disconnected since there is a Disconnect option present in the Goodbye Selectionbox Definition window. & See Chapter 3, Phase1, System Messages.

The caller could also choose to leave a message in the voicemail box Message. He is told how to do this via the message.pcm file. After leaving a message he moves on to the selection box Info.

Whether the caller proceeds to the selection box Info directly after listening to hello.pcm or arrives at this point after leaving a message in the voicemail box Message, he is presented with a choice of two documents or the option to hang up via the info.pcm sound file. If he chooses the disconnect option, the call will be terminated after the system message goodbye.pcm is played back. If, on the other hand, he presses digit 1or 2 to receive the fax documents, one of the following courses of action will be taken:

1.  If the fax settings (& See Chapter 2, Fax Settings, Fax reply mode) are set at the Call back mode, and the caller has requested a document, he will be asked to enter his fax number via the system message Enter your fax number. This number is verified when the system repeats the entered digits. (& See Chapter 3, Phase 1, Repeat numbers.) The sound file info.pcm will be played again so that the caller would have the opportunity to select another fax document. If he does choose another document, the info.pcm sound file will subsequently be repeated for the third time. When he then chooses to hang up, the system will play the system message Goodbye where the caller is thanked and the line disconnected. The documents are transmitted after the caller has hung up.

2.  If the fax settings are set at the Fax back on current connection mode, and the caller has requested a document, the sound file info.pcm will be played again so that the caller would have the opportunity to select another fax document. If he does choose another document, the info.pcm sound file will afterwards be repeated for the third time. When he then chooses to leave the system, the system message Goodbye is played back and the line prepared for transmission of the selected documents. He will be finally instructed to press the Start button on his fax machine via the system message Press start on your fax. The documents are transmitted on the same call.

3.  If the fax settings are set to the Ask caller mode, the system will check whether the caller is calling from a fax machine via the system message; Are you calling from a fax. If the caller enters a digit corresponding to a positive reply (& See Chapter 2, Voice Settings), the system will proceed to function as in the Fax back on current connection mode (see 2.). If the caller enters a digit corresponding to a negative reply, the system will proceed to function as in the Call back mode (see 1.).


 Saving and closing your configuration file

1.  Select the Save function (or Save As should you want to save under a different name) from the File menu.

You could also simply click on the Save icon.

2.  Select the Close function from the File menu to close the file.

You could also simply click on the Close icon.

3.  Select the Exit function from the File menu to close the file.


 Setting Functions

A number of functions have as yet not been described, mainly because you will only use them at the very beginning when setting up your system or to occasionally redefine the settings. Since in the next section we will be building a fax on demand process from scratch, this is a good time to familiarize yourself with these functions.

Location of files

Voice Settings

Fax Settings

Create Overview

Changing the Digit Length Field


 Location of files

When you choose Location of Files from the Settings function in the File menu, you can determine where the System files, Sound files and Fax documents are saved. You have already determined the path for these files in the course of the installation process of the Faxmaker program. Should you want to change the default settings, you must always type in the full path and then Click on OK or press Enter. Press the Cancel button to leave the default settings.


 Voice Settings

When you choose Voice Settings from the Settings function in the File menu, you can define a number of settings regarding voicemail boxes.

Description: Maximum number of repeats

Example Setting: 10

Remarks:Defines the maximum amount of times that sound files may be repeated. (A repeat occurs if a caller does not react within 15 seconds after the last sound file has been played or when he does not react within 5 seconds after being requested to enter his fax number.)

Description: Maximum VoiceMail recording time (in seconds)

Example Setting: 30

Remarks:Defines the maximum recording time in seconds for every message left by the caller.

Description: Maximum call duration (in minutes)

Example Setting: 5

Remarks: Defines the maximum time in minutes that a caller may be present in the system. Be sure to test the length of an average call yourself before assigning a time limit. When you add more options to your system, you must also allow more time per call.

Description: Phone button for YES

Example Setting: 1

Remarks: Positive reaction button to system messages. We recommend using digit '1'. (For example, to be entered by the caller when he is calling from a fax, in response to the system message; Are you calling from a fax) See Verfax.pcm

Description: Phone button for NO

Example Setting: 2

Remarks: Negative reaction button to system messages. We recommend using digit '2'. (For example, to be entered by the caller when he has entered a wrong fax number after hearing the system message; Is this fax number correct) See Verfax.pcm


 Fax Settings

When you choose Fax Settings from the Settings function in the File menu, you can define a number of settings regarding the transmission of your system's fax documents.

1.  Choose Fax Settings from the Settings function in the File menu.

Fax Settings: Check box

Fax Settings: Option-Buttons


 Fax Settings: Check box

A check box next to an option in any Faxmaker window means you can select or clear the option. You can select as many check boxes as necessary. When a check box is selected, it contains an 'X'. Therefore the letter 'X' in Table 2 under the column 'Example Settings' means that the command is 'switched on'.

Description: Maximum number of documents

Example Setting: 10

Remarks: Defines the maximum amount of fax documents which a user can select during any one call.

Description: Block numbers

Example Setting: 'X' and '09' (Dutch prefix for international calls)

Remarks: You can block any high tariff number by typing it in the empty field alongside the text.

Description: Block numbers

Example Setting: X' and '06' (Dutch prefix for high tariff calls)

Remarks: You can block any high tariff number by typing it in the empty field alongside the text.

Description: Send cover page 1

Example Setting: 'X' and 'lettrhd.pcx'

Remarks: You can make a cover page to be sent with every fax document request. A cover page is made in the same way as other fax documents. Select your prepared cover page by clicking on the 'Browse' button and choosing it from the 'Open' dialog box which pops up on your screen. See Phase 2: Making Fax documents

Description: Send cover page 2

Example Setting: 'X' and 'offer.pcx

Remarks: You can make a second cover page to be sent with every fax document request. Select your second cover page by clicking on the Browse button and choose it from the Open dialog box which pops up on your screen.

Description: Create log file of callers

Example Setting: 'X'

Remarks: After the first fax document request, the system creates a file which contains the time, date, fax number and name of each document requested. This file is called 'Faxlog.txt' and is located in C:\ Faxmaker\ Faxes (unless otherwise specified in the menu function Location of files). It can be activated by double clicking on that file in the windows File Manager. Windows' Notepad automatically starts and will display your log file in the workspace. In case the caller chooses the Send fax on current connection mode, his fax number cannot be recorded so the initial 'M' is displayed next to the text Number.


 Fax Settings: Option-Buttons

Option buttons represent mutually exclusive options. You can select only one option at a time. Once you have selected an option button, it will contain a black dot.

Description: Send fax on current connection

Remarks: The system transmits documents on the same phone line. (Callers use their fax machines to call the Fax on Demand system)

Description: Call back

Remarks: The system asks the caller for the fax number, and faxes back the documentation to that number after the caller hangs up.

Description: Ask caller

Remarks: The caller can himself choose during the call whichever of the two modes is convenient. After selecting a document, the 'Are you calling from a fax?' system message will be played. If he answers 'yes' by entering a positive reaction button, (See Voice Settings) the system will revert to the 'Send fax on current connection' mode. If he answers 'no' by entering a negative reaction button, the system will revert to the 'Call back' mode.


 Create Overview

This function makes a document in Windows Notepad which is a break down  of all details present in that particular configuration file. Besides including the linking processes from one selection or voicemail box to another, it also contains a description of all the options present in each and every selection or voicemail box.

To create an overview of 'Demo.cfg':

1.  Choose Create Overview from the Selectionbox menu (or click on the Create Overview icon)

2.  In the New dialog box, in the File Name field, type in <Demo.txt>. Unless you want to save more than one version of your overview, we suggest you always give it the same name as your configuration file.

The Windows notepad will be activated containing all the details of your project. You can print this out directly or export it to another application .


 Changing the Digit Length Field

The value of the Digit Length field in any 'Selectionbox Definition' window reacts when the caller has entered the right amount of digits. For example, if you left the digit length field on its default status (1) the card will carry out the task after one registered tone. If you need to change the digit length of any Selectionbox Definition, select the function Digit length from the Settings menu in that particular Selectionbox Definition window.

Remember to plan out your digit codes so that common options occurring in a number of selection boxes have the same digit code. Therefore, when you change the digit length of one selection box, we recommend you change all digit lengths because the uniformity helps the caller remember which digit to press. This is especially true when you have an extensive array of options in each selection box which also appear in many others.


 The Engine Program Tutorial

With the Faxmaker Engine you can open any Faxmaker configuration file and run it as an operational fax on demand system. Once a configuration file has been opened, the main Engine window can be minimized to an icon whilst still dealing with all your fax on demand requests. Because it runs in the background you can continue to use your computer for other tasks.

Starting the Engine

Closing the Engine

Engine Functions


 Starting the Engine

1.  Double-click on the Engine icon in the Faxmaker group

The main window of the Engine program is activated. To run a fax on demand system you must first open your configuration file.

2.  Choose Open from the File menu

3.  Select Demo.cfg

4.  Click on OK or press Enter.

The Engine now runs the demo system. Minimize the window to work on other applications. All incoming calls are completely handled by the Faxmaker Engine. You can easily test this by calling your own system.


 Closing the Engine

Your fax on Demand system will stop operating as soon as you close the Faxmaker Engine.

1.  Select the Close function from the File menu or click on the Engine icon and choose Close.


 Engine Functions

Delete Caller


 Delete Caller

The function Delete Caller, can be found in the Control menu of the Faxmaker Engine module. Selecting this function will cause the current caller to be disconnected from the system.


 Configuring your System

Before starting with this chapter it would be helpful to read Setting Functions as this deals with a number of setting routines. As in the previous chapters, you will be asked to perform some tasks which will help you come to grips with the topic at hand.

The configuration of a Faxmaker is split up in a range of step-by-step procedures:

Phase 1:   Opening a new Configuration file

Phase 2:   Making Fax documents

Phase 3:   Making Selection boxes

Phase 4:   Making Voicemail boxes

Phase 5:   Defining the Flowchart: Linking Selection boxes

Phase 6:   Including fax documents as options in selection boxes

Phase 7:   Recording and linking sound files

Phase 8:   Testing the integrity of your system

Phase 9:   Saving your Configuration

Phase 10: Activating your fax on demand System


 Phase 1: Opening a new Configuration File

This is first step to building your own Fax on Demand system.

1.  Double-click on the Faxmaker configuration icon

2.  Choose the New function from the File menu (or click on the New icon)

Sound Library

Repeat Numbers


 Sound Library

Before starting on your menu structure, you must define the Sound Library. This is a collection of all the essential messages which need to be present in any one configuration file. This menu function is further sub divided into the menus Repeat numbers and System Messages.

The menu function System Messages contains messages used by the system to instruct callers. These messages need to be present in every Faxmaker configuration file. They are discussed in detail in the following segment.

The menu function Repeat numbers contains number messages which the system strings together to repeat the fax number entered by the caller on his telephone key pad. These messages need to be present in every Faxmaker configuration file. They are discussed in detail in the Repeat numbers segment.

System Messages

Recording System Messages

System Message Contents

Linking System Messages


 System Messages

The system messages are displayed in text form when you choose System Messages from the Sounds Library in the Sounds menu. To have a fully functional Fax on Demand, your system must have access to sound files with which it can direct and inform callers. You must record these messages by making sound files with approximately the same content as their text counterpart (displayed in between the quotation marks in the System Messages window) as follows;

1.  Select System Messages from the Sounds Library in the Sounds menu

The System Messages window containing all system messages in text form appears.  In 'demo.cgf', we had to include all system messages so that it could function as a basic Fax on Demand configuration. Therefore when you name your system message file, instead of choosing the New function from the File menu in the Sound Recorder and consequently naming your file, you must click on the already present sound file so that you can overwrite the previously recorded text with yours. (System Message Contents)

TIP!


TIP!

When you record a sound file, you must eliminate silence as much as possible, both before and after speaking. This ensures professional sounding texts.


 Recording System Messages

You will now record a sound file and link it to its text counterpart: Enter your choice. You can then link the sound file to the system texts with the Browse button.

1.  In the System Message window, click on the Recorder button to activate the Sound Recorder

2.  Choose Open from the File menu.

Unless you changed the default location of files, all sound files are located in the directory: c:\Faxmaker\pcm

3.  Select warn.pcm from the Open dialog.

The list box in the Sound recorder now displays all the sound files present in that particular directory.

4.  Click on the Record button

5.  Record: <Please make your selection>

6.  Click on Stop

7.  Choose the Save as function from the File menu to overwrite the previously recorded sound file.

8.  In the Save as dialog, click on the file warn.pcm in the File name list box and click on OK.

9.  You can play back the recorded text by first selecting the file name in the Sound Recorder window and then clicking on the Play button.

10.In case you have made any mistakes while recording, you can record a new message over the old one by repeating the recording procedure.

Since you have overwritten the sound file of this system message, the file will be automatically updated in the System Messages window.

If, on the other hand, you had no previous system message sound file you would do the following. To link the system message 'Warn.pcm' to its text counterpart in the System Messages window:

1.  Click on the Browse button alongside the text Enter your choice

2.  Select the sound file 'warn.pcm' from the Open dialog box

3.  Click on OK or press Enter

Record and link the rest of the system messages in the same manner. The following section provides an overview of when these system messages are used, their name and what type of text they should contain.

TIP!


TIP!

Please record all these system messages regardless of the Fax reply mode you will be using. They can be inserted in every new configuration file. Therefore, unless you want a different voice to feature in another configuration, you will not have to record these texts for every new project.


 System Message Contents

Warn.pcm

Notdef.pcm

Notact.pcm

Verfax.pcm

Start.pcm

Callbak.pcm

Enter.pcm

String.pcm

Numchk.pcm

Block.pcm

Press.pcm

Nofax.pcm

Goodbye.pcm


 Warn.pcm

System-Message: Enter your choice

Sound File Name: Warn.pcm

When used: The caller must react in a certain amount of seconds (See Voice Settings).

Example Content: Please make your selection.


 Notdef.pcm

System-Message: Choice not defined

Sound File Name: Notdef.pcm

When used: The caller entered a wrong digit on his telephone pad

Example Content: You have entered a wrong digit on your phone keypad. Please choose again.


 Notact.pcm

System-Message: Choice not active

Sound File Name: Notact.pcm

When used: The caller chose an option (for ex., a document) which is temporarily set to not active status (for instance when that document is in the process of being replaced or updated).

Example Content: We are sorry but your choice of document is temporarily not available to be faxed.


 Verfax.pcm

System-Message: Are you calling from a fax?

Sound File Name: Verfax.pcm

When used: When the system is set to Fax back on current connection mode, ( See Fax Settings: Option-Buttons), it must verify whether the caller is calling from a fax machine because if not, the fax transmission in this mode would not be possible. When the caller reacts positively, by for example pressing 1 on his telephone keypad, the system message Press start on your fax will follow. If the caller reacts negatively, by for example pressing 2 on his telephone keypad, the transmission of documents in this mode would not be possible. The system will therefore bypass all other actions and hang up after playing back the Goodbye system message.

When the system is set to Ask Caller mode, it must still verify whether the caller is calling from a fax machine. If the caller reacts positively, by for example pressing 1 on his telephone keypad, the system message Press start on your fax will follow. If the caller reacts negatively, by for example pressing 2 on his telephone keypad, the system message Enter your fax number will follow. This means that the system will use the Call back mode.

Example Content: Are you calling from a fax? Press 1 for yes. Press 2 for no.


 Start.pcm

System-Message: Press start on your fax

Sound File Name: Start.pcm

When used: When the system is set at the Fax back on current connection, or to Ask caller fax reply mode and the caller has chosen the Fax back on current connection method by answering positively to the system message Are you calling from a fax, it must instruct him to press the Start button on his own machine so as to immediately receive the documents he requested.

Example Content: The fax documents you have requested are about to be transmitted. Please press the Start button on your fax machine.


 Callbak.pcm

System-Message: Fax will be sent after your call

Sound File Name: Callbak.pcm

When used: When the system is set to Call back, or to the Ask caller fax reply mode and the caller has chosen the Call back method by answering negatively to the system message Are you calling from a fax, the system informs the caller that he will be faxed the requested documentation after hanging up.

Example Content: The information you have requested will be faxed back as soon as the line is disconnected.


 Enter.pcm

System-Message: Enter your fax number

Sound File Name: Enter.pcm

When used: When the system is set to Call back, or to  fax reply mode and the caller has chosen the Call back method by answering negatively to the system message Are you calling from a fax, it must ask the caller to enter his fax number. The system message You have entered will follow.

Example Content: Please enter your fax number by pressing the digits on your telephone keypad.


 String.pcm

System-Message: You have entered

Sound File Name: String.pcm

When used: This system message follows after the caller has entered his fax number. The system uses this message and also a combination of Repeat numbers sound files (See this chapter, Phase 1, Repeat numbers) to repeat the fax number to the caller.

Example Content: You have entered


 Numchk.pcm

System-Message: Is this fax number correct

Sound File Name: Numchk.pcm

When used: This follows the You have entered sequence of system messages in order to verify whether the number is correct. If the caller enters a wrong number, he will be able to re enter it.

Example Content:Is this number correct? Press '1' for yes or '2' for no.


 Block.pcm

System-Message: This number is blocked

Sound File Name: Block.pcm

When used: This system message is directly related to the Fax setting Block numbers. When the caller enters a fax number which you would have previously blocked in the Fax Settings window, he will hear this message and will have an opportunity to enter another number. If he consistently enters a blocked number (depending on your setting; Maximum amount of repeats in the Voice settings window), the system will move on to the disconnect option.

Example Content: This number is blocked. The system cannot fax you any documents. After the next message you will have the opportunity to either leave the system or enter a new number.


 Press.pcm

System-Message: Press 1 to leave the system

Sound File Name: Press.pcm

When used: After the caller has selected his documents, this system message instructs him to hang up.

Example Content: Press 1 to leave the system


 Nofax.pcm

System-Message: You cannot select any more faxes

Sound File Name: Nofax.pcm

When used: This system message is played when the caller has requested more documents than is allowed per call. (See Fax Settings)

Example Content: You have selected <10>(depending on your particular settings) documents. This is the maximum amount allowed per call.


 Goodbye.pcm

System-Message: Goodbye

Sound File Name: Goodbye.pcm

When used: This system message is automatically played back wherever you define a Disconnect option.

Example Content: Good bye and thank you for using our Fax on demand system.


 Linking System Messages

In the previous section, when you recorded over the sound file warn.pcm, you did not need to link the file name to its corresponding system message because the content of the sound file is automatically updated. If, on the other hand, for some reason, you had no previous system message sound files or you deleted them, you would do the following to link a system message to a sound file after having recorded the actual message and named it.

1.   Click on the Browse button alongside the system message text

2.  Select the sound file 'filename.pcm' from the Open dialog box

3.  Click on OK or press Enter


 Repeat Numbers

The Repeat numbers are displayed in text form when you choose Repeat numbers from the Sounds Library in the Sounds menu. To have a fully functional Fax on Demand, your system must have access to sound files to repeat the fax number entered by the caller on his phone keypad thus verifying the number and at the same time giving the caller another opportunity to enter the right number.

Recording number sound files

Linking number sound files


 Recording number sound files

You have to record a sound file for every number, that is 10 sound files for the numbers 0-9. The system will string these together to repeat any fax number combination. Should this be incorrect, the caller will have the opportunity to enter his number again after the system message Is this number correct has been played back. You must record these messages by simply recording sound files, each containing a number from 0-9:

1.  Select Repeat numbers from the Sounds Library in the Sounds menu.

Since in 'demo.cgf', we had to include all number sound files so that it could function as a basic Fax on Demand configuration, the Repeat numbers window already contains all numbers in both text and file form.

Unless you wish to leave these sound files, when you name your number file, instead of choosing New from the File menu in the Sound Recorder and consequently naming your file, you must click on the already present number sound file so that you can overwrite the previously recorded text with yours.

TIP!

2.  In the Repeat numbers window, click on the Recorder button to activate the Sound Recorder

3.  Choose Open from the File menu.

Unless you changed the default location of files, all sound files are located in the directory: c:\Faxmaker\pcm

4.  Select 0.pcm from the Open dialog.

The list box in the Sound recorder now displays all the sound files present in that particular directory.

5.  Click on the Record button

6.  Record: <zero>

7.  Click on Stop

8.  Choose the Save as function from the File menu to overwrite the previously recorded sound file.

9.  In the Save as dialog, click on the file 0.pcm in the File name list box and click on OK.

10.You can play back the recorded text by first selecting the file name in the Sound Recorder window and then clicking on the Play button.

11.In case you have made any mistakes while recording, you can record a new message over the old one by repeating the recording procedure.

Since you have overwritten the sound file of this system message, the file will be automatically updated in the Repeat Numbers window.


TIP!

When you record a sound file, you must eliminate silence as much as possible, both before and after speaking. This ensures professional sounding texts.


 Linking number sound files

If you had no previous system message sound file you would have to link the sound file '0.pcm' to its text counterpart in the System Messages window:

1.  Click on the Browse button alongside the text 0

2.  Select the sound file '0.pcm' from the Open dialog box

3.  Click on OK or press Enter

Record and link the rest of the Repeat numbers sound files in the same manner. All number texts should be:


 Phase 2: Making Fax Documents

As previously discussed in Chapter 1, a fax document can be made in any windows application. You will make three fax documents in Write, the windows-word processor, and then incorporate them within your system.

1.  Start Write by double-clicking on the write icon generally located in the Accessories group within Program Manager.

2.  Write automatically displays a new document on the screen.

3.  Type in some information, or import a document about one of your company's products or services.

4.  You could integrate a picture in Write by pasting one from the clipboard

If you are not familiar with Windows environment or procedures, in this case the clipboard Paste and Copy functions, you can follow the tutorial available found under Help in the Windows Program Manager.

Once you have finished making the document you can print it with the Faxmaker printer driver to Faxmaker which would have been automatically installed during the Faxmaker software installation routine. You will be asked to enter a name for the file.

5.  Save you work by choosing the Save function from the File menu. Give your document the name <Product/Service1.wri> (Always save your original files because you might want to edit the document at some later date)

6.  Choose the menu function the Print Setup function from the File menu.

7.  You must now select a specific printer. Select the Faxmaker printer driver out of the printer list box.

8.  Click on OK or press Enter

9.  Choose the Print function from the File menu.

10.In the Save Output as dialog which follows, type in <Product/Service1> and specify the drive and directory in which Faxmaker must place this document.The extension .000 is automatically added.

11.Make two other documents in the same manner: One document should describe another product or service (to be named <Product/ Service2>) and another describing your company's nature of business, perhaps including a profile (to be named <Profile>).

If you have not set the Faxmaker Printer Driver as the default printer in the windows Control panel, do not forget to first select it out of the printer 'list box' every time you complete any document.

12.Close Write and go back to Faxmaker.

Including Multi Page Documents

Including Multi Application Documents

Viewing a *.000 file

Getting optimum quality Fax Documents


 Including Multi Page Documents

It is very likely that most of your information is not contained within straightforward one page documents. Linking multi page documents to a particular selection box is also an easy process. In the application where you made the file:

1.  Print your document via the Faxmaker Printer Driver.

2.  When you are asked to name the file, give it a name of not more than eight characters.

The printer driver will 'print' all the pages after each other but will save them as separate '.000' files. They will all have the same name you gave them but with a three digit file extension which denotes their order in the whole document. For instance, if your document 'profile' had four pages, you would have to first save it as 'Profile.000' in the 'Print to Faxmaker' dialog box. The printer driver will automatically subdivide this document into four parts; 'Profile.000', 'Profile.001', 'Profile.002', and 'Profile.003'.

3.  Faxmaker will then ask you to specify a directory for these fax files in the Faxmaker: Save Output as dialog box.

4.  When you come to link this fax document to a 'Digit Code' in the Selectionbox Definition window, you will link this document by selecting only the first page of your document. In this case, 'Profile.000' from the Open dialog box. Every time that a caller requests that document, the system will automatically fax the other three pages according to their digit order. In this way you can have an unlimited amount of pages in any one document.


 Including Multi Application Documents

You might also want to include documents whose parts are made in different applications. For example, you might have a brochure whose first page was made in Corel Draw, the second and third pages were made in MS Word and the last page in Excel. You will first have to print each of these three files separately with the Faxmaker printer driver.

1.  Print the Corel document via the Faxmaker printer driver. In the Faxmaker:Save Output as dialog box, name the file <Corel> and save it in a directory of your choice.

2.  Print the Word document via the Faxmaker printer driver. In the Faxmaker:Save Output as dialog box, name the file <Write> and save it in the same directory as Corel.

3.  Print the Excel document via the Faxmaker printer driver. In the Faxmaker:Save Output as dialog box, name the file <Excel> and save it in the same directory as Corel.

4.  Faxmaker places these document in the directory, which you specify in the save as dialog of the Faxmaker Printer driver.

5.  Exit the last application and open File Manager generally located in the Main group under Program Manager.

6.  Under the directory you specified when saving these documents, you should find four files: 'Corel.000', 'Word.000', 'Word.001' and 'Excel.000'. At this point, you can start renaming these four files.

a.  Select 'Corel.000' and choose the Rename function from the File menu in File Manager. Type a name having a maximum of eight characters, for example 'Brochure.000'

b.  Select 'Word.000' and choose the Rename function from the File menu in File Manager. Type in the same name as given to the Corel file but add the file extension '.001'. Following our example, you would therefore have to type <Brochure.001>

c.  Select 'Word.001' and choose Rename function from the File menu in File Manager. Type in the same name but add the file extension '.002'. You must therefore type <Brochure.002>

d.  Select 'Excel.000' and choose Rename function from the File menu in File Manager. Type in the same name but add the file extension '.003'. You must therefore type <Brochure.003>

7.  When you come to link this fax document to a Digit Code in the Selection Box Definition window, you will link this document by selecting only the first page of your document. In this case being, 'Brochure.000' from the Open dialog box. Every time that a caller requests that document, the system will automatically fax the other three pages according to their digit order. In this way you can incorporate an unlimited amount of pages having various formats in any one document.


 Viewing a *.000 file

Once you have printed your document with the printer driver, you may want to view your files to check that all the information has been included or that the pages are in the right order. In order to view these files, you must:

1.  Double click on the File Manager icon from the Main group in Program Manager.

2.  Go to C:\Faxmaker\faxes (or to any other directory in which you have placed your fax files) to display all your fax documents.

3.  Double click on the '*.000' file of your choice.

The View program is automatically activated and you can view the page to be faxed.

a.  You can zoom in to your page to check details but go back to the original application to make any changes. If you do want to change anything, print it once more with the Faxmaker printer driver in its respective application.


 Getting optimum quality Fax Documents

The following are some tips:

1. In some applications, there might be an extra blank page at the end of your document. The printer driver will also convert this page into a '.000' file along with other pages. If you did not view your files before linking them in their selection box, Faxmaker will fax this blank page. To overcome this problem you can do one of the following:

a.  Print Preview the document in its own application (if this option is available) before printing it with the Faxmaker printer driver. If you do see a blank page, in the Printer dialog box, choose the option Print Pages, where you can specify which pages you want to print thereby omitting the blank page.

b.  Always view your files by double clicking on them in File Manager before linking them in the Selectionbox Definition window. That way, besides their content you can also check for any blank pages. Once you have found such a page, you can delete it by choosing the Delete function from the File menu in File Manager. In multi application documents (discussed in the previous segment), blank pages might not only be found at the end of a document. In cases like these you will have to rename the rest of the document so that the suffix once more corresponds to their order of transmission.

2. Regardless of the applications you make your fax documents in, you must always choose clear fonts for your text and never crowd a document by cramming too much text and/or other elements within one page.


 Phase 3: Making Selection Boxes

After having completing the fax documents, you will now make five selection boxes for your system. You will first give a name (maximum eight characters) to the selection box:

1.  Choose the New selectionbox function from the Selectionbox menu (Or click on the New Selection box icon from the tool bar)

2.  Type in the name of the new selection box. We will call it <Welcome>

3.  Click on OK or press Enter

4.  Repeat this process for four other selection boxes <Main>, <Help>, <Company name>, and <Products>.

Once you add these selection boxes to your system, you will see them displayed on the right frame of the main Faxmaker configuration window. You will later link these selection boxes to different options.


 Phase 4: Making Voicemail Boxes

You can look at Voicemail boxes as a type of selection box with an in built answering machine. In this way, a caller can leave a message for someone at a specific location within the system flow chart. The build up of Voicemail boxes is very similar to that of selection boxes.

1.  Choose the New voicemailbox function from the Selectionbox menu (Or click on the New voicemail box icon from the tool bar).

2.  The New voicemail box window which follows prompts you to enter a name.

3.  Type in <Voice>

4.  Click on OK or press Enter


 Phase 5: Defining the Flow-Chart

Linking and Defining selection boxes


 Linking and Defining selection boxes

The whole purpose of making selection and voicemail boxes is to form a structure for your fax on demand system. In the following segments you will be defining your entry box (that is, the point at which your caller enters the system) and defining the options in each selection and voicemail boxes.

Example


 Example

The Selection Box Welcome

The Selection Box Main

The Selection Box Help

The Selection Box Company name

The Selection Box Products


 The Selection Box Welcome

You are now ready to define your flow chart by linking the selection boxes so that the caller can move from one to another by pressing digits on his telephone keypad.

Which selection box do you want to place first, i.e. the Entry box? In this example we want the selection box Welcome (our Entry box) to be linked to the selection box Main and to have a disconnect option.

To define your entry box:

1.  Choose the Entry box function from the Selectionbox menu

2.  In the Entry Selection box window, click on the selection box Welcome to select it.

3.  Click on OK or press Enter

To define links between your selection boxes:

1.  Double click on the selection box Welcome on the right side of the screen. The Selection box Definition window follows. (You can also activate this function by highlighting the selection box Welcome and either, click on the Selection or Voicemail box definition icon or choose Definition from the Selectionbox menu.)

2.  The Digit length field displays the number <1> (Default status). Since so far we only have a few selection boxes, the maximum amount of digits need not exceed one so we will leave this value at its default status. (See Selectionbox Definition window)

3.  Assign a specific digit combination which the caller must enter to activate a particular action, in this case, to move on to selection box Main. Type in <8>.

4.  Click on the Action button alongside the Digit Code field to activate the Select Action window.

5.  Choose the Selection box option

6.   Scroll through the list box (by clicking on the arrow at its edge) and select Main.

7.  Click on OK or press Enter

The first description field now displays the name of the linked selection box, in this case Main.

To link selection box Welcome to the disconnect option;

1.  In the same Selectionbox Definition window, position the cursor in the second row under Digit Code and type <9>

2.  Click on the Action button alongside the Digit Code field to activate the Select Action window.

3.  Choose the Disconnect option

4.  Click on OK or press Enter

The second description field now displays the text Disconnect, which is the action to be taken as soon as the caller enters digit '9'. At this point the system message automatically activates the sound file 'goodbye.pcm'.

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The digit code for each action must be different and cannot exceed the number '9', since we have previously set the Digit length in this Selectionbox Definition to a maximum of one digit.

It is also important to plan out your digit codes so that common options occurring in a number of selection boxes have the same digit code. For instance, you will see that throughout this configuration, we use digit code '8' when the option is to return to the Main selection box and digit code '9' wherever the Disconnect option is defined. This helps the caller remember which digit to press, especially when you have an extensive array of options in every selection box.


 The Selection Box Main

We now want the selection box Main to be linked to the selection boxes Help, Company name, Products and Goodbye and the voicemail box Voice.

1.  Double click on the selection box Main on the right side of the screen. The Selection box Definition window follows.

2.  Repeat the same process as in Welcome selection box linking procedure but assign the following digit codes:

Selection box, Help = Digit code <1>

Selection box, Company name = Digit code <2>

Selection box, Products = Digit code <3>

Voicemail box, Voice = Digit code <4>

Disconnect option = Digit code <9>

The Main Selection box Definition window at this stage is illustrated in the following figure.


 The Selection Box Help

We now want the selection box Help to be linked to the selection boxes Main and the option Disconnect.

1.  Double click on the selection box Help on the right side of the screen. The Selection box Definition window follows.

2.  Repeat the same process as in Welcome selection box linking procedure but assign the following digit codes:

Selection box, Main = Digit code <8>

Disconnect option = Digit code <9>


 The Selection Box Company name

We now want the selection box Company name to be linked to the selection boxes Main and the option Disconnect. Since these are exactly the same options as those defined in the Help selection box, you could follow procedure 1 or 2:

Procedure 1

1.  Double click on the selection box Company name on the right side of the screen. The Selection box Definition window follows.

2.  Assign the following digit codes:

Selection box, Main = Digit code <8>

Disconnect option = Digit code <9>

Procedure 2

1.  Double click on the selection box Company name on the right side of the screen. The Selection box Definition window follows.

2.  Choose the Copy contents from... function from the Selectionbox menu.

3.  Select the Help selection box from the list box in the Copy Contents window.

4.  Click on OK or press Enter

The Company name Selectionbox Definition window now displays the same options as those defined in the Help Selectionbox Definition.


 The Selection Box Products

We also want selection box Products to be linked to the selection boxes Main and the option Disconnect. Since these are exactly the same options as those defined in the Company name selection box, you could follow procedure 1 or 2:

Procedure 1

1.  Double click on the selection box Products on the right side of the screen. The Selection box Definition window follows.

2.  Assign the following digit codes:

Selection box, Main = Digit code <8>

Disconnect option = Digit code <9>

Procedure 2

1.  Double click on the selection box Products on the right side of the screen. The Selection box Definition window follows.

2.  Choose the Copy contents from... function from the Selectionbox menu.

3.  Select the Help selection box from the list box in the Copy Contents window.

4.  Click on OK or press Enter

The Products Selectionbox Definition window now displays the same options as those defined in the Help Selectionbox Definition.

Regardless of the procedure followed, your flow chart should look like the following illustration.


 Phase 6: Including fax documents as options in selection boxes

In this section you will be linking the fax documents you previously made in Phase 2, to the following selection boxes. When you link a document to a particular selection box, your callers will be able to request this information by entering the appropriate digit code.

Example: Linking documents to selection boxes


 Example: Linking documents to selection boxes

The selection box Products

The Selection Box Company name


 The selection box Products

1.  Double click on the selection box Products on the right side of the screen. The Selection box Definition window follows. (You can also activate this function by highlighting the selection box Products and either, click on the Selection or Voicemail box definition icon or choose the Definition function from the Selectionbox menu.)

The Digit length field displays the number 1 (Default status). Since so far we only have a few selection boxes, the maximum amount of digits need not exceed one. (See Selectionbox Definition window)

2.  Under the Digit code column in the third row, assign a specific entry code which the caller must enter to activate a particular action, in this case, to receive the fax document Product/Service1.000' (or any other name you might have given to your document). Type in <1>.

3.  Click on the Action button alongside the Digit Code field to activate the Select Actions window.

4.  Choose the Send Fax option

5.  Click on the Browse button to activate the Open dialog box and select 'Product/ Service1.000' from the File Name list box.

6.  Click on OK or press Enter

The third description field now displays the name of the action to be taken when the caller enters digit '9', in this case to receive the fax document 'Product/Service1.000'.

7.  Repeat the same process as described above but assign the following digit code:

Product/service2.000'= Digit code <2>


 The Selection Box Company name

We will link the documents 'Route.000' and 'Profile.000' which you previously made in Paintbrush and Write respectively, to the selection box Company name:

1.  Double click on the selection box Company name on the right side of the screen. The Selection box Definition window follows.

2.  Repeat the same process as described in the linking of fax documents to the PRODUCTS selection box but assign the following digit codes:

'Route.000'= Digit code <1>

'Profile.000'= Digit code <2>


 Phase 7:  Recording and linking sound files

The final step in configuring the Fax on demand system is the recording and linking of all texts belonging to the Selection and Voicemail boxes. The content of these sound files always depends on the options present within a particular box. This should therefore be one of the last procedures to follow since you have to base your texts on the menu structure. Naturally, we have based out texts on the options present outlined within this chapter.Therefore if you have omitted, varied or included more options, (be they fax files or selection and voicemail boxes) you must keep this in mind and adapt your texts accordingly.

With this in mind, it might therefore be useful to keep the build up of your menu structure at hand by printing out an Overview. Activate this function by choosing Create Overview from the Selectionbox menu or click on the Create Overview icon. (See Create Overview). We also recommend that you write the texts before actually recording them so that the occurrence of awkward pauses during recordings can be totally eliminated.

TIP!

Sound files for selection boxes

Sound files for Voicemail Boxes


TIP!

When you record a sound file, you must eliminate silence as much as possible, both before and after speaking in your text. This ensures professional sounding texts.


 Sound files for selection boxes

1.  Double-click on the selection box Welcome. (You can also activate this function by highlighting the selection box Welcome and either, click on the Selection or Voicemail box definition icon or choose the Definition function from the Selectionbox menu.)

You can also activate the Sound Recorder from the main configuration window and then proceed to the Welcome Selectionbox Definition window to link the sound file. Either way is possible, but the first procedure eliminates linking sound files to the wrong selection box. As an added precaution you should always give the same name to both your selection box and its corresponding sound file.

2.  Choose the Start function from the Sound Recorder menu.

3.  Choose the New function from the File menu in the Sound Recorder.

4.  Press the Record button and record the text. (For example, <Welcome to the 'Company name' Fax on Demand system. Press 8 to go to the Main Menu. Press 9 to hang up.>)

5.  Press the Stop button

6.  Choose the Save function from the File menu

7.  Type in the name for this sound file, in this case we could call it <Welcome.pcm>.

8.  Close the Sound recorder by selecting Exit from the File menu.

9.  You must now link the sound file 'welcome.pcm' to the selection box Welcome.

a.  Click on the Browse button alongside the text Sound File

b.  Select the sound file 'welcome.pcm from the Open dialog box

c.  Click on OK or press Enter

10.Repeat this procedure by recording relevant texts for all the remaining selection boxes you previously configured in your system. Based on the system built so far, the following are guidelines for the message texts:

a.  Message for the selection box Main

This is the main menu. Press 1 to go to Help. Press 2 to receive information about our company. Press 3 to receive information about our products. Press 4 to leave a message in the system or press 9 to hang up.

b.  Message for the selection box Help

This is the Help menu. You must press specific digits in your telephone set to access the various parts of this system. You can leave a message or request information which will be faxed to you. Once you have asked for a fax document, the system will ask you if you are calling from a fax. If you are, the documents will be sent on the same line. If, on the other hand you want to re route your documents to another fax or are not calling from a fax machine, you will be asked to enter your fax number via your telephone keypad. Your number will be repeated to you by the system. If you enter the wrong number, you will have the opportunity to re enter it. The requested fax documents will be faxed back to you after you have hung up. Press 8 to return to the main menu or press 9 to hang up.

c.  Message for the selection box Company name

Press 1 to receive a document which describes the location of our company. Press 2 to receive our company profile. Press 8 to return to the main menu or press 9 to hang up.

d.  Message for the selection box Products

This is the Products menu. Press 1 to receive information about 'Product 1'. Press 2 to receive information about 'Product 2'. Press 8 to return to the main menu or press 9 to hang up.


 Sound files for Voicemail Boxes

We will now record a sound file to accompany the voicemail box Voice:

1.  Double-click on the voicemail box Voice to activate the Voicemail box Definition window. (You can also activate this function by highlighting the voicemail box Voice and either, click on the Selection or Voicemail box definition icon or choose the Definition function from the Selectionbox menu.)

2.  Click on the Recorder button to activate the Sound Recorder

3.  Choose the New function from the File menu in the Sound Recorder.

4.  Press the Record button and record the text. (For example, "This is the system voice box. Leave your message after the beep. Afterwards, you will automatically return to the main menu."

5.  Press the Stop button

6.  Choose the Save function from the File menu

7.  Type in the name for this sound file, in this case we could call it <Voice.pcm>.

8.  Close the Sound recorder by selecting Exit from the File menu.

9.  You must now link the sound file 'voice.pcm' to the voicemail box Voice.

a.  Click on the Browse button alongside the text Sound File

b.  Select the sound file 'voice.pcm from the Open dialog box

c.  Click on OK or press Enter

10.We want the selection box Voice to be linked to the selection box Main so that the caller can automatically return to the Main menu after leaving a message.

11.Scroll down the list box Selection box after Answering, and select the selection box Main

12.Click on OK or press Enter to close the Voicemail box Definition window.


 Phase 8: Testing the Integrity of your system

You can use the system Test Integrity function to check whether all the fax documents, and all sound files including the sound library sound prompts are present and placed correctly in the system. This function also checks the links between Selection and Voicemail boxes.

1.  Select the Integrity System function from the Test menu.

When this function detects a mistake, a message window will notify you of the error. This must be duly corrected and the Test Integrity function activated again. If, on the other hand, the Test Integrity function does not detect any errors, the appropriate message window will be displayed.


 Phase 9: Saving your Configuration

You are now back in the main configuration window. The configuration file is complete. Save your file so that you can later load it in the Engine:

1.  Select the Save function from the File menu or click on the Save icon. (If you have already saved it and want to save the final configuration file under a different name, you can select the Save As function from the File menu.)

2.  Name your configuration, for example <my.cfg>

3.  Close Faxmaker by selecting Exit from the File menu.


 Phase 10: Activating your fax on demand System

1.  Activate the Faxmaker Engine by double-clicking on the Engine icon in the Faxmaker group to activate it.

a.  Select the Open function from the File menu

b.  Select your configuration system ('my.cfg')

c.  Click on OK or press Enter

2.  Minimize the Engine program to an icon

All calls to your fax on demand system will be completely handled by the Engine whilst you can continue working on other projects.

3.  Call your fax on demand number and ask for a fax document to test out your system.


 Maintaining your System

You might decide to make some changes after testing the system or even when the system is already operational. You have a number of functions at your disposal precisely for such circumstances. Although some of these functions have not as yet been discussed, you will be using some of them during the following exercises.

Viewing your log file

Maintaining the Voicemail

Changing the Menu Structure

Fax document options

Maintaining sound files

Changing voice and fax settings


 Viewing your log file

When you select the option Create log file of callers in the Fax Settings window, the system automatically creates a file which contains the time, date, fax number and name of each document requested after the first fax document request. This file is called 'Faxlog.txt' and is located in C:\ Faxmaker\ Faxes (unless otherwise specified in the Location of files settings). It can be activated by double clicking on that file in the windows File Manager. Windows' Notepad automatically starts and will display your log file in the workspace. In case the caller chooses the Fax back on current connection mode, his fax number cannot be recorded so the initial M is displayed next to the text number. You can view the log file while the Fax on demand system is operating.


 Maintaining the Voicemail

There are two tasks which you must perform to maintain the Voicemail. You will have to listen to the recorded messages left in your system by the caller and also delete obsolete messages.

Listening to voicemail messages

Deleting voicemail messages


 Listening to voicemail messages

Any messages left in your Voicemail boxes within your system can be played back from the Sound recorder. The Voicemail messages are sound files with the extension ".pcm". The first five letters of the Voicemail box name are used in combination with three numbers signifying the order of arrival. Therefore, if you have a Voicemail box called Voice, the system will assign the name 'voice001', voice002' etc. to the messages left on your system by the caller.

1.  Double click on the Faxmaker configuration icon to activate the application.

2.  Choose Open from the File menu to open your configuration file

3.  Click on the Sound Recorder icon or choose Start Sound Recorder from the Sounds menu.

4.  Double-click on the sound file from the list which appears in the window in Sound Recorder or select the voicemail file after choosing the Open function from the File menu.

5.  Press on the Play button.

6.  After listening to the message, close the sound recorder by selecting Exit from the File menu. After listening to a message, you could either delete or keep it as a memo.


 Deleting voicemail messages

You can delete recorded messages by deleting them in the File Manager windows application by following the standard procedure of deleting any file:

1.  Double click on the File Manager icon in the generally located within the Main group in Program Manager group.

2.  Go to the directory c:\Faxmaker\mail and select those messages you want to delete.

3.  Choose the Delete function from the File menu and click on the Yes button when a message box asks you to verify this action.


 Changing the Menu Structure

Changes in the menu structure can involve a number of things. The most important thing to keep in mind when changing the menu structure is that one change will probably involve a succession of other changes. For instance, when you add a selection box, you will have to adjust the sound files of linked selection or voicemail boxes, record a new sound file and perhaps add a fax document as an option. We will discuss every change separately in this segment.

Before you make any kind of changes to your system, you must open the file in the Configuration Module. If your system is already operational, you need not close down your Engine. To bring about the changes you have made into effect, you must load the file again in the Engine module after having made all the necessary adjustments.

1.  Double-click on the Faxmaker configuration icon

2.  Choose the Open function from the File menu

3.  Select the name of your configuration from the Open dialog box

4.  Press Enter or click on OK

From this point onwards, you can bring about any necessary changes to your system.

Selection and Voicemail boxes

Changing a selection box Digit length

Redefining links

New links for the voicemail box


 Selection and Voicemail boxes

Adding Selection and Voicemail boxes

Renaming Selection and Voicemail boxes

Deleting Selection and Voicemail boxes


 Adding Selection and Voicemail boxes

Adding selection or voicemail boxes is a matter of activating the New selection or voicemail box icon from the main configuration window. You must define its options in the Selectionbox or Voicemail Definition window.  See also;

Phase 3:   Making Selection boxes

Phase 4:   Making Voicemail boxes)


 Renaming Selection and Voicemail boxes

When you want to rename a Selection- or Voicemail box you must choose the Rename function from the Selectionbox menu. The name will be automatically updated throughout the configuration menu structure.

1.  Highlight the selection or voicemail box you want to rename by clicking on it in the list of all selection and voicemail boxes on the right side of the main configuration window

2.  Choose the Rename function from the Selectionbox menu

3.  In the Rename box, type over the old name with the new one

4.  Click on OK or press Enter.


 Deleting Selection and Voicemail boxes

When you want to delete a Selection- or Voicemail box you must choose the Delete function from the Selectionbox menu.

1.  Highlight the selection or voicemail box you want to delete by clicking on it in the list of all selection and voicemail boxes on the right side of the main configuration window

2.  Choose the Delete function from the Selectionbox menu.

You will be asked if you definitely want to delete that particular box

3.  Click on the Yes button.


 Changing a selection box Digit length

You might want to change the digit length of a particular Selectionbox Definition when you want to include more options within it. By selecting the Digit length function from the Setup menu in a particular Selectionbox Definition window, you can change the length of the digit code. When you change the Digit Length value of any one Selectionbox Definition, you must always change the Digit Code of those options present, so that they correspond to the new value.

1.  Select the Digit length function from the Setup menu in a particular Selectionbox Definition window.

2.  Type in a new length

3.  Click on OK or press Enter

4.  Change the Digit Code of all the options present in that Selectionbox Definition so that the digit combinations correspond to the new digit length and the sound file of that particular selection box.

Tip!


TIP!

Remember to plan out your digit codes so that common options occurring in a number of selection boxes have the same digit code. Therefore, when you change the digit length of one selection box, we recommend you change all digit lengths because the uniformity helps the caller remember which digit to press. This is especially true when you have an extensive array of options in each selection box.


 Redefining links

When you want to change the menu structure of your Fax on demand system, you will have to redefine the links between the selection boxes and/or voicemail boxes.

Taking the Fax on Demand configuration you have just completed in the previous chapter as an example, we now want the selection box Help to be linked to the Welcome and not the Main selection box. The procedure is to first delete the old link and then define the new one.

See also Example


 Example

Deleting the old link: (Main - Help)

1.  Double-click on the selection box Main (You can also activate this function by highlighting the selection box Main and either, click on the Selection or Voicemail box definition icon or choose the Definition function from the Selectionbox menu.)

2.  Click on the Action button alongside the option Help to activate the Select Action window.

3.  Choose the Delete Link option

4.  Click on OK or press Enter

5.  Click on OK or press Enter to close the Selection box Definition window

Defining a new link: (Welcome - Help)

1.  Double-click on the selection box Welcome.

2.  Position the cursor in a free row in the Digit Code column

3.  Type in the digit code, for example <2>

4.  Click on the Action button to activate the Select Action window.

5.  Choose the Selection box option

6.  Click on the selection box Help from the list box

7.  Click on OK or press Enter

8.  Click on OK or press Enter to close the Selection box Definition window

Tip!


TIP!

Remember to change both the sound files for the selection boxes!


 New links for the voicemail box

You can directly define the new link in a Voicemail box:

1.  Double-click on a voicemail box to activate the Voicemail box Definition window (You can also activate this function by highlighting the voicemail box and either, click on the Selection or Voicemail box definition icon or choose the Definition function from the Selectionbox menu.)

2.  Choose the selection box to which the caller must proceed after the message has been played

3.  Click on OK or press Enter

Tip!


TIP!

Remember to change the sound file for this voicemail box!


 Fax document options

When bringing about changes to the fax documents in your system, you have the following global options:

Deactivating a fax document

Changing fax documents

Deleting fax documents

Adding a new document to the system is discussed in Phase 2:  Making Fax documents. The other three options are described in the following segments.


 Deactivating fax documents

At times you will need to temporarily deactivate a fax document, for instance, when it becomes outdated and you cannot access the information for some time. In such cases you need not close down your whole fax on Demand system while you are making the necessary changes. You must primarily deactivate the document in question and load your configuration file again in the Engine.

1.  Double-click on the selection box which contains the fax document to be deactivated (You can also activate this function by highlighting the selection box and either, click on the Selection box definition icon or choose the Definition function from the Selectionbox menu.)

2.  Click on the Action button of the fax document in question to activate the Select Action window

3.  Click on the option button alongside the text Not active

4.  Click on OK or press Enter

The option Not active is displayed in the Description field. The system message This option is not active will be played back by the system when the digit-code for this fax document is entered by the caller.

5.  Click on OK or press Enter in the Selectionbox Definition window.

6.  Save the new configuration file and load it in the Engine module.


 Changing fax documents

Changing your fax document is a matter of changing the document within the word processor or any other program under which it was originally made and then saving it again under the same name with the Faxmaker printer driver. At this point your system will notify you that a file with the same name already exists, after which you only have to click on the OK button to overwrite the old fax document with the new one.

When you change multi application documents (See Including Multi Application Documents) you have to be careful that the new document fits with the page order of the other documents. If the new document has either more or fewer pages, you must rename all the files so that their suffixes match with their order of appearance.


 Deleting fax documents

When you want to delete a fax document from the system, you must primarily find the selection box containing the document to be deleted. You have of two options:

Method 1

Method 2


 Method 1

1.  Double-click on the selection box which contains the fax document to be deleted

2.  Click on the Action button of the fax document in question

3.  Click on the option button by Delete Link

4.  Click on OK or press Enter

5.  Click on OK or press Enter in the Selectionbox Definition window.

6.  Repeat this procedure in other Selectionbox Definition windows (if it has been linked to more than one) until this document is no longer defined as a possible choice in any selection box.


Method 2

1.  When you do not know the precise location of the document in question, you can either delete a fax document (a ".000" file) in the Faxmaker\Faxes directory on the hard disc.

a.  With the test integrity function you can then trace all locations containing this document by acting on the error messages displayed. (The system looks for the defined fax document and does not find it in the directory.)

Or

2.  Alternatively you could use the function Create System Overview to print out the exact location of each option and delete or deactivate them one by one as in the Procedure1.


 Maintaining sound files

Any changes in your menu structure will involve changing the appropriate sound files so that they reflect the new structure. Leave these recordings until the very end when you can get a more global view of your changes. Once you have defined all these changes, it could be helpful to print out a new Overview and assess which sound files need to be changed by comparing the original print out with the new one.

Changing Selection box Sound Files

Changing Voicemail box Sound Files


 Changing Selection box Sound Files

When you change the options present in any one Selectionbox Definition, you must also update its corresponding sound file to reflect these changes:

Tip!

1.  Double-click on the selection box (You can also activate this function by highlighting the selection box and either, click on the Selection or Voicemail box definition icon or choose the Definition function from the Selectionbox menu.)

2.  Select the Start function from the Sound Recorder to activate it.

3.  Choose Open from the File menu.

Unless you changed the default location of files, all sound files are located in the directory: c:\Faxmaker\pcm

a.  Select the sound file from the Open dialog.

b.  The list box in the Sound recorder now displays all the sound files present in that particular directory.

c.  Click on the Record button

d.  Record your new message

e.  Click on Stop

f.  Choose the Save as function from the File menu to overwrite the previously recorded sound file.

g.  In the Save as dialog, click on the original file name in the File name list box and click on OK.

4.  You can play back the recorded text by first selecting the file name in the Sound Recorder window and then clicking on the Play button.

In case you have made any mistakes while recording, you can record a new message over the old one by repeating the recording procedure.

5.  Close the sound recorder by selecting the Exit function from the File menu.

6.  Click on OK or press Enter to close the Selection box Definition window

Tip!


TIP!

When you record a sound file, you must eliminate silence as much as possible, both before and after speaking. This ensures professional sounding texts.


TIP!

Since you have overwritten the sound file of this system message, the file will be automatically updated in the Selection box Definition window.


 Changing Voicemail box Sound Files

When you change the options present in any one Voicemail box Definition by for instance linking it to different selection box, you must also update its corresponding sound file to reflect these changes:

Tip!

1.  Double-click on the voicemail box (You can also activate this function by highlighting the voicemail box and either, click on the Selection or Voicemail box definition icon or choose the Definition function from the Selectionbox menu.)

2.  Select the Start function from the Sound Recorder to activate it.

3.  Choose Open from the File menu.

Unless you changed the default location of files, all sound files are located in the directory: c:\Faxmaker\pcm

a.  Select the sound file from the Open dialog.

b.  The list box in the Sound recorder now displays all the sound files present in that particular directory.

c.  Click on the Record button

d.  Record your new message

e.  Click on Stop

f.  Choose the Save as function from the File menu to overwrite the previously recorded sound file.

g.  In the Save as dialog, click on the original file name in the File name list box and click on OK.

4.  You can play back the recorded text by first selecting the file name in the Sound Recorder window and then clicking on the Play button.

In case you have made any mistakes while recording, you can record a new message over the old one by repeating the recording procedure.

5.  Close the sound recorder by selecting the Exit function from the File menu.

6.  Click on OK or press Enter to close the Voicemailbox Definition window

Tip!


TIP!

When you record a sound file, you must eliminate silence as much as possible, both before and after speaking. This ensures professional sounding texts.


TIP!

The sound file containing the new text will be automatically played every time a caller comes to this voicemail box.


 Changing voice and fax settings

Maximum call duration

Maximum number of documents

Fax Reply mode


 Maximum call duration

Whenever you make any significant changes to your system by adding a number of new selection or voicemail boxes, or defining a number of new fax documents, you must keep in mind that these new options will mean that the caller has to spend more time in the system. Test this yourself by calling the system and asking for all the available documents (See following segment 'Maximum number of documents')

To change this setting:

1.  Choose Voice Settings from the Settings function in the File menu.

2.  Overtype the old value with the new time in minutes.


 Maximum number of documents

Whenever you make any significant changes to your system by adding a number of new fax documents, you must keep in mind that these new options will mean that the caller can choose more documents from your fax on demand system. Ideally, the maximum amount should correspond to the number of fax document options present in the system.

To change this setting:

1.  Choose Fax Settings from the Settings function in the File menu

2.  Overtype the old number with the new amount.


 Fax Reply mode

You can change the fax reply mode by choosing Fax Settings from the Settings function in the File menu. You can choose one of three transmission methods;

The Fax back on Current connection' method transmits documents on the same phone call (callers use their fax machines to call Faxmaker).

The 'Call back method asks the caller for his fax number and then faxes the requested information to that number after the caller hangs up.

However Faxmaker can be configured to operate with both modes simultaneously or in the 'Ask Caller mode. This means that the caller himself can choose whichever delivery mode is convenient at that moment.

Within the 'System Messages' section, it was emphasises that you must record all system messages regardless of the Fax Reply Mode you will be choosing. This way, regardless of the Fax Setting you choose, the system will automatically play the appropriate sound file.


 Faxmaker Glossary

About...FaxMaker

Action

Are you calling from a fax

Arrange Icons

Ask Caller

Block fax numbers

Browse

Call Back

Cascade

Choice Not Active

Choice Not Defined

Close Menu Function

Close

Close All

Configuration files

Configuration Flow-chart

Configuration Program

Copy contents from

Create Log file of callers

Create Overview

Delete

Delete Link

Description

Digit Code

Digit Length

Digit length Settings

Engine Program

Enter your choice

Enter your fax number

Entry box

Exit Configuration

Exit Engine

Fax Document

Fax Reply Mode

Fax Settings

Fax will be sent after your call

FaxMaker Configuration

FaxMaker Printer driver

Flow-chart

Goodbye

Icons

Configuration Index

Is this fax number correct

List files of type

Location of files

Log file

Maximum call duration

Maximum number of documents

Maximum number of repeats

Maximum voicemail recording time

New

New Selection box

New Voicemail box

Number Sound Files

OK

Open

Open Engine

Open Sound Recorder

Open dialog box

Phone button for No

Phone button for Yes

Press 1 to leave the system

Press Start on your fax

Printer driver

Recorder

Remove Caller

Rename

Repeat numbers

Save

Save As

Select Action

Selection box

Selection box Definition

Selection and Voicemail box list

Send cover page 1

Send cover page 2

Send Fax on Current connection

Settings Engine

Sound file

Sound Library

Start Sound recorder

System Integrity

System messages

This number is blocked

Tile

Voice Settings

Voicemail box

Voicemail box Definition

You cannot select any more faxes

You have entered

Window


 About...FaxMaker

Component:	Configuration Module

Engine Module

Description:	Menu Function

The menu function 'About FaxMaker' activates a window which contains general information about GFI Fax & Voice and our Help fax number and our Fax on Demand number.


 Action

Component:	Configuration Module

Description:	Button in 'Selectionbox Definition' window

Click this button (after assigning a digit code) to activate the 'Select Actions' window in which you can define what option is to be linked. (See Select Action)


 Are you calling from a fax

Component:	Configuration Module

Description:	System message

This message in text form is found under 'SOUNDS_SOUND LIBRARY_system MESSAGES' . It refers to the sound file which you will have to record in order to ask the caller whether he is calling from a fax. If he enters a digit corresponding to a positive reaction (See Phone button for Yes/No), the documents will be transmitted on the same line. (See Verfax.pcm)


 Arrange Icons

Component:	Engine Module

Description:	Menu Function

This menu function is found in "WINDOW_ARRANGE ICONS" When you open several configurations at a time, some icons will be hidden beneath others. You can use this function to rearrange them.


 Ask Caller

Component:	Configuration Module

Description:	Option in 'Fax Settings' window

This is one of the three Fax Reply Modes. It can be found in the Menu function "FILE_SETTINGS_FAX SETTINGS". When you select the 'Ask caller' mode, the caller can himself choose during the call whichever of the two modes is convenient. Depending on his answer to the system message 'Are you calling from a fax?', the documents will either be transmitted on the same line (if he enters a digit corresponding to a positive reaction button) or they will be faxed as soon as he has hung up (if he enters a digit corresponding to a negative reaction button). (SeePhone button for Yes and Phone button for No and also Fax Reply Mode)


 Block fax numbers

Component:	Configuration Module

Description:	Text in 'Fax settings' window

This function is found in the 'FILE_ SETTINGS_ FAX SETTINGS' window. By clicking the check box alongside this text, you will be turning this function 'on'. You must the enter the appropriate number in the empty frame alongside it. You can block a maximum of two numbers so that callers from high tariff numbers who choose the 'Call back' method, are not faxed back.


 Browse

Component:	Configuration Module

Engine Module

Description:	Button

This button can be seen in all components of FaxMaker. It activates the 'Open' dialog box (See 'Open' Dialog box) containing all directories and files to appear. You can then scroll through the choices available and select the file of your choice. Once you have found the right file, you can either click on 'OK' or double-click on the filename itself to open it. The Browse button is a standard windows component.


 Call Back

Component:	Configuration Module

Description:	Option in 'Fax Settings' window

This is one of the three Fax Reply Modes. It can be found in the Menu function "FILE_SETTINGS_FAX SETTINGS". When you select the 'Call back' mode, The system asks the caller for the fax number, and faxes back the documentation to that number after the caller hangs up. (See also Fax Reply Mode')


 Cascade

Component:	Engine Module

Description:	Menu Function

This menu function is found in "WINDOW_CASCADE" This function resizes and layers the open configuration files within the Engine workspace so that each title bar becomes visible.


 Choice Not Active

Component:	Configuration Module

Description:	System message

This message in text form is found under 'SOUNDS_SOUND LIBRARY_system MESSAGES' . It refers to the sound file which you will have to record in order to inform the caller that the action he selected is temporarily not active. You can reactivate the option by clicking on the 'Action' button in between the 'Digit Code' and the 'Description' field in the 'Selectionbox Definition' window, and then clicking on the selection of your choice. The function 'not active' can therefore be used to temporarily set a function off (for ex. when a document or selection box is being replaced or updated) without changing the sound files. (See Notact.pcm)


 Choice Not Defined

Component:	Configuration Module

Description:	System message

This message in text form is found under 'SOUNDS_SOUND LIBRARY_system MESSAGES' . It refers to the sound file which you will have to record in order to inform the caller that the digit code entered is not recognized by the system  This message is therefore played back whenever a caller enters a wrong digit.  (See Notdef.pcm)


 Close Menu Function

Component:	Configuration Module

Description:	Menu Function

This function is found in the menu "FILE_CLOSE". This function closes the configuration file. Before your command is carried out you will be asked whether you want to save the current file. You can also activate this function by clicking on the 'Close' icon located in the toolbar. Choose "FILE_EXIT" to close the Configuration program.


 Close

Component:	FaxMaker 'Engine'

Description:	Menu Function

This function is found in the menu "FILE_CLOSE". It closes the current FaxMaker configuration file present in the Engine. This means that that particular file is no longer functioning as a Fax on Demand configuration.


 Close All

Component:	Engine Module

Description:	Menu Function

This function is found in the menu "FILE_CLOSE ALL". It closes all the FaxMaker files present in the 'Engine'. This means that these files are no longer functioning as Fax on Demand configurations.


 Configuration files

Component:	Configuration Module

Engine Module

Description:	Text in the 'Open' dialog box in 'List Files of Type'

General term

Configuration files contain all the information necessary for the Engine Module to run a Fax on Demand system. Every file made in the Configuration module is a configuration file. They also acquire the separate extension, .cfg  to facilitate file management.


 Configuration Flow-chart

Component:	Configuration Module

Description:	General term

A flow-chart is the visualization of the structure you have given to your Configuration. It is built up by linking selection boxes and Voice mail boxes. There is one flow-chart for each file. It is displayed in the left frame of the Configuration Module window. For a more in depth flow chart describing every option in each selection and voicemail box, you must activate the 'Create Overview' function. (See Create Overview)


  Configuration Program

Component:	Configuration Module

Description:	Configuration Module program

The term Configuration Module refers to the program, in which you can develop your own fax on demand system. This program enables you to make configuration files by linking selection and voicemail boxes, inserting sound files and linking documents which callers can receive on request. A configuration file must first be loaded into the Engine before becoming operational.


  Copy contents from

Component:	Configuration Module

Description:	Menu Function in 'Selectionbox Definition' window

This function is found in the 'Selectionbox Definition' window under the menu 'SELECTIONBOX_COPY CONTENTS FROM'. The window which follows asks you to select that selection box whose contents you want to duplicate. You can do this by scrolling through the list box and clicking on your selection.


 Create Log file of callers

Component:	Configuration Module

Description:	Option in 'Fax Settings' window

This option is found under the menu 'FILE_ SETTINGS_ FAX SETTINGS'. Once you select the option, the system creates a file which contains the time, date, fax number and name of each document requested after the first fax document request,. This file is called 'Faxlog.txt' and is located in  C:\ Faxmaker\ Faxes (unless otherwise specified in the menu function "FILE_ SETTINGS_ LOCATION OF FILES". It can be activated by double clicking on that file in the windows File Manager. Windows' 'Notepad' automatically starts and will display your log file in the workspace. When the caller chooses the 'One call' mode, his fax number cannot be recorded so the initial 'M' is displayed next to the text 'number'. (See Fax Reply Mode)


  Create Overview

Component:	Configuration Module

Description:	Menu function

See Create Overview


 Delete

Component:	Configuration Module

Description:	Menu Function

This function is found in the menu "SELECTIONBOX_DELETE". You can delete a selection or voicemail box by first highlighting it in the right frame of the main Configuration window and then activating this function through the menu. A pop up window will ask you if you want to delete that particular box. Click on the 'OK' button to verify your choice or click on 'Cancel' to annul your action.


 Delete Link

Component:	Configuration Module

Description:	Option Button

This button is located in the 'Select Action' window in which you define what option is to be linked to a particular digit Code in the 'Selectionbox Definition' window. You would normally choose this option if you would have previously selected a fax document or another selection or voicemail box and you no longer want this option to be available in your system.


 Description

Component:	Configuration Module

Description:	Column heading in the 'Selectionbox Definition' window

The rows within this column contain the options defined for every digit code. (See Selectionbox Definition window)


 Digit Code

Component:	Configuration Module

Description:	Column heading in 'Selection box Definition' window

The rows within this column denote the specific combination of digits to be entered by the caller to activate a particular action. (See Select Action)


 Digit Length

Component:	Configuration Module

Description:	Text in  'Selection box Definition' window

This function is found on the left hand side of the 'Selection box Definition' window . It defines the length of the digit code to be entered by the caller. Therefore, depending on the amount of options present in any one selection box (fax documents, other selection boxes, hang up or inactive options) , you will have to accordingly assign the maximum digit to this field (1-9 options=1 digit, 10-99 options=2 digits, etc.).

(To change a 'Selectionbox Definition' digit length, see also 'Digit length Settings)


 Digit length Settings

Component:	Configuration Module

Description:	Menu Function in 'Selectionbox Definition' window

The function 'SETTINGS_DIGIT LENGTH' in the 'Selection box Definition' window enables you to specify the length of the digit code entered by the user. Therefore, depending on the amount of options present in any one selection box (fax documents, other selection boxes, hang up or inactive options) , you will have to accordingly assign the maximum digit to this field (1-9 options=1 digit, 10-99 options=2 digits, etc.). It is of utmost importance to do this since the system must know when the caller has finished entering his digit code. For instance, when you specify the number 2,  the system will carry out its task after 2 registered tones. (See also Digit Length)


  Engine Program

Component:	Engine Module

Description:	Engine Module program

The Engine module is a separate program which translates your configuration file into an operational fax on demand system. Once a configuration file has been loaded, the main Engine window can be minimized to an icon whilst still dealing with all your fax on demand requests. Because it  runs in the background you can continue to use your computer for other tasks.


 Enter your choice

Component:	Configuration Module

Description:	System Message

This message in text form is found under 'SOUNDS_SOUND LIBRARY_system MESSAGES' . It refers to the sound file which you will have to record in order to inform the caller to make his next selection. This message is played back if a caller does not react within 15 seconds after the last sound file has been played or when he does not react within 5 seconds after being requested to enter his fax number. (See Warn.pcm)


 Enter your fax number

Component:	Configuration Module

Description:	System Message

This message in text form is found under 'SOUNDS_SOUND LIBRARY_SYSTEM MESSAGES' . It refers to the sound file which you will have to record in order to inform the caller that he must enter his fax number by pressing the appropriate digits on his telephone set. The documents will be sent after the line has been disconnected. (See Fax Reply Mode and Enter.pcm)


 Entry box

Component:	Configuration Module

Description:	Menu Function

This function is found in the menu "SELECTIONBOX_ENTRY BOX". You can specify precisely which selection box comes first, that is the 'entry box' by first highlighting it in the right frame of the main Configuration window and then activating this function through the menu. In the pop up window which follows You can choose your entry box from the list box containing all the selection and voicemail boxes present in the file. All users of the fax on demand system consequently enter the system at this point.


 Exit Configuration

Component:	Configuration Module

FaxMaker Sound Recorder

Description:	Menu Function

This function is found under the menu 'FILE_EXIT' (in the Configuration Module and the Sound Recorder window). In both cases it closes the program. In the Configuration Module you will then be asked whether you want to save the file. Click on 'Yes' to save it, on 'No' if you do not want to save the latest changes and on 'Cancel' to return to your file.


 Exit Engine

Component:	Engine Module

Description:	Menu Function

This function is found under the menu 'FILE_EXIT' and closes the program.

TIP!


TIP!

When you exit the 'Engine', your Fax on Demand configuration does not operate!


 Fax Document

Component:	Configuration Module

Description:	General Term

A fax document can be any document made under a Windows application that is linked as an option in one of your selection boxes. To prepare a document for insertion in your fax on demand system, you must first print it with the FaxMaker Printer Driver, thus converting it to '.pcx' format. (See Phase 2:  Making Fax documents)


  Fax Reply Mode

Component:	Configuration Module

Description:	Text in 'Fax Settings' window

FaxMaker allows flexible delivery modes which can be defined in the 'Fax reply mode' settings. You can select only one option:

When you select the 'Send fax on current connection' mode, the system transmits documents on the same phone line. (Callers must use their fax machines to call the Fax on Demand system)

When you select the 'Call back' mode, the system asks the caller for the fax number, and faxes back the documentation to that number after the caller hangs up.

When you select the 'Ask caller' mode, the caller can himself choose during the call whichever of the two modes is convenient. Depending on his answer to the system message 'Are you calling from a fax?', the documents will either be transmitted on the same line (if he enters a digit corresponding to a positive reaction button) or they will be faxed as soon as he has hung up (if he enters a digit corresponding to a negative reaction button) (See Phone button for Yes and Phone button for No').


 Fax Settings

Component:	Configuration Module

Description:	Menu Function

The function 'FILE_SETTINGS_FAX SETTINGS' activates a window containing a number of settings regarding the transmission of your fax documents. You can Define the 'maximum amount of documents', 'block fax numbers', 'send cover page 1/2', 'create a log file' and choose a 'fax reply mode'. (See Fax Settings)


 Fax will be sent after your call

Component:	Configuration Module

Description:	System Message

This message in text form is found under 'SOUNDS_SOUND LIBRARY_system MESSAGES' . It refers to the sound file which you will have to record so that when the system is set to 'Call back', or to 'Ask caller' fax reply mode and the caller has chosen the 'Call back' method, it informs the caller that he will receive the requested documentation after hanging up.(SeeCallbak.pcm)


 FaxMaker Configuration

Component:	Configuration Module

Description:	Title bar

This text is displayed in the title bar in the main Configuration Module window. This window also displays the time and date (at the bottom) and contains the menu flow chart and a list of all selection and voicemail boxes within that particular file.


 FaxMaker Printer driver

Component:	Printer option

Description:	Text in printer setup window. (In standard MS Windows Printer dialog box)

The FaxMaker printer driver is automatically installed during the FaxMaker installation routine. It is a mechanism which internally prints the documents to the directory c:\faxmaker\faxes and in the meantime converting any file format to a "*.pcx" file. The system can therefore fax back documents made in any Windows application which means that you can combine any format of pictures, photos and text in your fax documents. (See Phase 2:  Making Fax documents)


 Flow-chart

Component:	Configuration Module

Description:	General term

A flow-chart is the visualization of the structure you have given to your Configuration. It is built up by linking selection boxes and Voice mail boxes. There is one flow-chart for each file. It is displayed in the left frame of the Configuration Module window. For a more in depth flow chart describing every option in each selection and voicemail box, you must activate the 'Create Overview' function. (See Create Overview)


 Goodbye

Component:	Configuration Module

Description:	System Message

This system message is located under 'SOUNDS_SOUND LIBRARY_system MESSAGES'. It refers to a specific sound file which you will have to record in order to thank and greet the caller before leaving the system. This message will be played back whenever the caller chooses the 'Disconnect' option. (See Goodbye.pcm)


 Icons

Component:	Configuration Module

Description:	General term

The Configuration Program contains a number of icons to facilitate frequently used commands.

See:

Icon Close

Icon Create System Overview

Icon New

Icon New selection box

Icon New Voicemail box

Icon Open

Icon Save

Icon Selection or Voicemail box Definition

Icon Sound recorder

Icon Test System Integrity


 Icon Close

Component:	Configuration Module

Description:	Icon

Click on this icon to close the system. Before your command is carried out you will be asked whether you want to save the current configuration file. You can also activate this function by selecting the menu function 'FILE_CLOSE '.


 Icon Create System Overview

Component:	Configuration Module

Description:	Icon

You can also create a system overview by selecting the menu function 'SELECTION BOX_CREATE SYSTEM OVERVIEW'. This function is simply your flow chart explained in greater detail and presented in text format. The system overview is created in the Windows application, 'Notepad' and therefore carries the '.txt' extension. You can print this document so that you need not activate the 'Selection box Definition' window every time you want to find out which options are present in which selection box. When you select this function, the 'New' dialog box will appear. In the 'File name' box you will only see the file extension "*.txt" so that you can name this file. We suggest you give this file the same name as your configuration.


 Icon New

Component:	Configuration Module

Description:	Icon

Click on this icon to open a new configuration file. Before you can start working on your fax on demand system, you must always either open an existing file, or start a new one. You can also open a new file by selecting 'FILE_NEW'.


 Icon New selection box

Component:	Configuration Module

Description:	Icon

Click on this icon to add a selection box to the system. Type in a name and click on 'OK' or press 'Enter'. You can also add a selection box via the menu function 'SELECTION BOX_New selection box'.


 Icon New Voicemail box

Component:	Configuration Module

Description:	Icon

Click on this icon to add a voicemail box to the system. Type in a name and click on 'OK' or press 'Enter'. You can also add a selection box via the menu function 'SELECTION BOX_New VOICEMAIL box'.


 Icon Open

Component:	Configuration Module

Description:	Icon

This icon opens an existing file. You can also open an existing file by selecting the menu function 'FILE_OPEN '.


 Icon Save

Component:	Configuration Module

Description:	Icon

Clicking this icon will save all the work to the Configuration done up to that point. You can also activate this function by selecting 'FILE_save'. To save your file under a different name choose the menu function 'FILE_save AS'


 Icon Selection or Voicemail box Definition

Component:	Configuration Module

Description:	Icon

When you highlight a selection or voicemail box in the right frame of the main Configuration window and then click on this icon, the 'Definition' window will be activated(You can also activate this function by highlighting the selection or voicemail box and choosing the menu function "SELECTION BOX_ DEFINITION" or by directly double clicking on a selection box or voicemail box in the same frame.).This window contains all the definitions for that one particular selection or voicemail box. (See Selectionbox Definition window and Voicemail Box Definition window)


 Icon Sound recorder

Component:	Configuration Module

Description:	Icon

Click on this icon to activate the sound recorder program with which you can record all sound files and system messages. The sound files are automatically compressed to occupy minimum space on your hard disc. Every sound file is automatically given the extension '.pcm'.

You can also start the sound recorder via the menu function 'SOUNDS_START SOUND RECORDER' in the main Configuration window, or "START_SOUND RECORDER" in the 'Selectionbox Definition' window, or by pressing the 'Recorder' button in the 'System Messages' and 'Repeat numbers' and 'Voicemail Definition' windows.


 Icon Test System Integrity

Component:	Configuration Module

Description:	Icon

Clicking this icon will activate the 'Test integrity' function. This enables you to check whether all the files to be used by the system are present, or whether the selection boxes are properly linked, etc.


 Configuration Index

Component:	Configuration Module

Description:	Menu Function

This function, found under "HELP_INDEX", enables you to ask for support during the course of your work. All the topics discussed in the manual are also located in the Help file. You can go to a specific topic by activating the 'Search' function.


 Is this fax number correct

Component:	Configuration Module

Description:	System message

This message in text form is found under 'SOUNDS_SOUND LIBRARY_SYSTEM MESSAGES'. It refers to a sound file which you will have to record so that the system can verify that the fax number entered by the caller is correct. (See Numchk.pcm)


 List files of type

Component:	Configuration Module

Engine Module

Description:	Text in 'Open' window , standard in MS Windows

When you open an existing or new file within the FaxMaker application, you will be asked to name the file. A list box displays a list of choices. If there are more choices than can fit in the box, scroll bars are provided so you can move quickly through the list. The list of file types includes:

Configuration files (.cfg)

Sound files (.pcm)

Fax files (.pcx)


  Location of files

Component:	Configuration Module

Description:	Menu Function

See Location of files


 Log file

Component:	Configuration Module

Description:	Option in 'Fax Settings' window

(See Create Log file of callers)


 Maximum call duration

Component:	Configuration Module

Description:	Option in 'Voice Settings' window

This option is located under 'FILE_SETTINGS_VOICE SETTINGS'. It allows you to define the maximum time in minutes that a caller may be present in the system.


 Maximum number of documents

Component:	Configuration Module

Description:	Option in 'Fax Settings' window

This option is located under 'FILE_SETTINGS_FAX SETTINGS'. This option allows you to define the maximum number of documents which can be requested during any one call.


 Maximum number of repeats

Component:	Configuration Module

Description:	Option in 'Voice Settings' window

This option is located under 'FILE_SETTINGS_VOICE SETTINGS'. It allows you to define the maximum amount of times that sound files may be repeated. (If a caller does not react within 15 seconds after the last sound file has been played or when he does not react within 5 seconds after being requested to enter his fax number)


 Maximum voicemail recording time

Component:	Configuration Module

Description:	Text in 'Voice Settings' window

This option is located under 'FILE_SETTINGS_VOICE SETTINGS'. It allows you to define the maximum recording time for any one message left by the caller. Type in the maximum time (in seconds) allowed for a caller to leave his message.


 New

Component:	Configuration Module

Sound Recorder

Description:	Menu Function

This function is found under the menu 'FILE_NEW '. In the Configuration module, a new configuration file (.cfg) is opened. If you choose the same function in the Sound Recorder, you will be prompted to give the new file a name in the 'Open Dialog box (*.pcm) before you can start recording.


 New Selection box

Component:	Configuration Module

Description:	Menu Function

This function is located under 'SELECTION BOX_NEW SELECTIONBOX' and does in fact add a selection box to the current file. (You can also activate this function by clicking on the 'New Selection box' icon.)You will be asked to give it a name in the 'Name of Selection box' pop up window. After clicking on 'OK' or pressing 'Enter', the new selection box will appear in the selection and voicemail box list on the right hand side of the main Configuration window. Double-clicking on the any selection box name in this field will activate the 'Selection box Definition' window.


 New Voicemail box

Component:	Configuration Module

Description:	Menu Function

This function is located under 'SELECTION BOX_NEW VoicemailBOX' and does in fact add a Voicemail box to the current file. (You can also activate this function by clicking on the 'New Voicemail box' icon.)You will be asked to give it a name in the 'Name of Voicemail box' pop up window. After clicking on 'OK' or pressing 'Enter', the new Voicemail box will appear in the selection and voicemail box list on the right hand side of the main Configuration window. Double-clicking on the any Voicemail box name in this field will activate the 'Selection box Definition' window.


 Number Sound Files

Component:	Configuration Module

Description:	General term

See Repeat Numbers and also:

Number 0

Number 1

Number 2

Number 3

Number 4

Number 5

Number 6

Number 7

Number 8

Number 9


 Number 0

Component:	Configuration Module

Description:	Text in 'Repeat Numbers' window

This message is located under the menu function 'SOUNDS_SOUND LIBRARY_repeat numbers'. It refers to a specific sound file which you will have to record. This is made by recording the word 'Zero' in the Sound recorder. Link this sound file to the message in text form; "Number 0" by clicking on the 'Browse' button and selecting the file '0.pcm'.


 Number 1

Component:	Configuration Module

Description:	Text in 'Repeat Numbers' window

This message is located under the menu function 'SOUNDS_SOUND LIBRARY_repeat numbers'. It refers to a specific sound file which you will have to record. This is made by recording the word 'One' in the Sound recorder. Link this sound file to the message in text form; "Number 1" by clicking on the 'Browse' button and selecting the file '1.pcm'.


 Number 2

Component:	Configuration Module

Description:	Text in 'Repeat Numbers' window

This message is located under the menu function 'SOUNDS_SOUND LIBRARY_repeat numbers'. It refers to a specific sound file which you will have to record. This is made by recording the word 'Two' in the Sound recorder. Link this sound file to the message in text form; "Number 2" by clicking on the 'Browse' button and selecting the file '2.pcm'.


 Number 3

Component:	Configuration Module

Description:	Text in 'Repeat Numbers' window

This message is located under the menu function 'SOUNDS_SOUND LIBRARY_repeat numbers'. It refers to a specific sound file which you will have to record. This is made by recording the word 'Three' in the Sound recorder. Link this sound file to the message in text form; "Number 3" by clicking on the 'Browse' button and selecting the file '3.pcm'.


 Number 4

Component:	Configuration Module

Description:	Text in 'Repeat Numbers' window

This message is located under the menu function 'SOUNDS_SOUND LIBRARY_repeat numbers'. It refers to a specific sound file which you will have to record. This is made by recording the word 'Four' in the Sound recorder. Link this sound file to the message in text form; "Number 4" by clicking on the 'Browse' button and selecting the file '4.pcm'.


 Number 5

Component:	Configuration Module

Description:	Text in 'Repeat Numbers' window

This message is located under the menu function 'SOUNDS_SOUND LIBRARY_repeat numbers'. It refers to a specific sound file which you will have to record. This is made by recording the word 'Five' in the Sound recorder. Link this sound file to the message in text form; "Number 5" by clicking on the 'Browse' button and selecting the file '5.pcm'.


 Number 6

Component:	Configuration Module

Description:	Text in 'Repeat Numbers' window

This message is located under the menu function 'SOUNDS_SOUND LIBRARY_repeat numbers'. It refers to a specific sound file which you will have to record. This is made by recording the word 'Six' in the Sound recorder. Link this sound file to the message in text form; "Number 6" by clicking on the 'Browse' button and selecting the file '6.pcm'.


 Number 7

Component:	Configuration Module

Description:	Text in 'Repeat Numbers' window

This message is located under the menu function 'SOUNDS_SOUND LIBRARY_repeat numbers'. It refers to a specific sound file which you will have to record. This is made by recording the word 'Seven' in the Sound recorder. Link this sound file to the message in text form; "Number 7" by clicking on the 'Browse' button and selecting the file '7.pcm'.


 Number 8

Component:	Configuration Module

Description:	Text in 'Repeat Numbers' window

This message is located under the menu function 'SOUNDS_SOUND LIBRARY_repeat numbers'. It refers to a specific sound file which you will have to record. This is made by recording the word 'Eight' in the Sound recorder. Link this sound file to the message in text form; "Number 8" by clicking on the 'Browse' button and selecting the file '8.pcm'.


 Number 9

Component:	Configuration Module

Description:	Text in 'Repeat Numbers' window

This message is located under the menu function 'SOUNDS_SOUND LIBRARY_repeat numbers'. It refers to a specific sound file which you will have to record. This is made by recording the word 'Nine' in the Sound recorder. Link this sound file to the message in text form; "Number 9" by clicking on the 'Browse' button

and selecting the file '9.pcm'.


 OK

Component:	Configuration Module

Faxmaker 'Engine'

Description:	Button

This button appears frequently in the Windows environment. It is a way of 'registering' your selection in the computer. The 'cancel' button which appears alongside the OK button generally annuls this action.


 Open

Component:	Configuration Module

Description:	Menu Function

This function which is located under 'FILE_OPEN, opens an existing file. It prompts the 'Open' dialog box (See Open dialog box) in which you can select a file. All '.cfg' files are displayed on the window's left hand side. You can also activate this function by clicking on the 'Open' icon in the Tool bar.


 Open Engine

Component:	Engine Module

Description:	Menu Function

This function which is located under 'FILE_OPEN, loads a configuration file so as to transform it into an operational Fax on Demand system. It prompts the 'Open' dialog box (See Open dialog box) in which you can select a file. All '.cfg' files are displayed on the window's left hand side.


 Open Sound Recorder

Component:	Sound Recorder

Description:	Menu Function

This function which is located under 'FILE_OPEN, opens an existing sound file. It prompts the 'Open' dialog box (See Open dialog box) in which you can select a file. All '.pcm' files will then be displayed in the Sound Recorder window. You can double click on any file name to play it or select the file and click on the 'Play' button.


 Open dialog box

Component:	Configuration Module

Engine Module

Sound Recorder

Description:	Standard Window

This dialog box appears every time you have to open or create any kind of file. If the file you want to open is on a different drive, select the drive you want from the Drives box. In the Directories box, choose the directory you want to open. Faxmaker displays the names of all files in that directory. In the List Files of Type box, different file types are displayed. To display a different type of file, select the type you want from the List Files of Type box. From the File Name box, select the file you want to open.


 Phone button for No

Component:	Configuration Module

Description:	Option in 'Voice Settings' window

This option is found under the menu 'FILE_SETTINGS_VOICE SETTINGS'. You must define a negative reaction button to system messages alongside this check box. (For example, to be entered by the caller when he has entered a wrong fax number after hearing the system message; "Is this fax number correct?") We recommend the use of the digit '2' for a negative confirmation.


 Phone button for Yes

Component:	Configuration Module

Description:	Text in 'Voice Settings' window

This option is found under the menu 'FILE_SETTINGS_VOICE SETTINGS'. You must define a negative reaction button to system messages alongside this check box.  (For example, to be entered by the caller when he is calling from a fax after hearing the system message; "Are you calling from a fax?") We recommend the use of the digit '1' for a negative confirmation.


 Press 1 to leave the system

Component:	Configuration Module

Description:	System Message

This message in text form is found under 'SOUNDS_SOUND LIBRARY_system MESSAGES' . It refers to the sound file which you will have to record so that the caller can hang up after having requested a document. (See Press.pcm)


 Press Start on your fax

Component:	Configuration Module

Description:	System Message

This message in text form is found under 'SOUNDS_SOUND LIBRARY_system MESSAGES' . It refers to the sound file which you will have to record so that when the system is set to 'Fax back on

current connection', or to 'Ask caller' fax reply mode and the caller has chosen the 'Fax back on current connection' method, it must instruct him to press the 'Start' button on his own machine so as to immediately receive the documents he requested.(See Start.pcm)


  Printer driver

Component:	Printer option

Description:	Text in printer setup window. (In standard MS Windows Printer dialog 	box)

The FaxMaker printer driver is automatically installed during the FaxMaker installation routine. It is a mechanism which internally prints the documents to the directory c:\faxmaker\faxes and in the meantime converts any file format to a "*.pcx" file. The system can therefore fax back documents made in any Windows application which means that you can combine any format of pictures, photos and text in your fax documents. (See Phase 2:   Making Fax documents)


 Recorder

Component:	Configuration Module

Description:	Button

This Button appears in the 'System Messages', 'Repeat Numbers' and 'Voicemail Definition' window. Clicking on it will activate the Sound Recorder program in which you can play back or record all your sound files. These are automatically compressed to occupy minimum space on your hard disc. Every sound file is automatically given the extension '.pcm'.


 Remove Caller

Component:	Engine Module

Description:	Menu Function

See Delete Caller


 Rename

Component:	Configuration Module

Description:	Menu Function

This menu function is located under "SELECTION BOX_Rename". To rename a selection or voicemail box, you must first highlight it in the selection and voicemail list on the right hand side of the main Configuration window and then choose this function. In the 'Rename box' window which follows, you must overtype the old name with the new. The new name will automatically replace the old throughout the menu structure.


  Repeat numbers

Component:	Configuration Module

Description:	Menu Function

See Repeat Numbers and also Number Sound Files


 Save

Component:	Configuration Module

Description:	Menu Function

This function is found under the menu 'FILE_SAVE'. It enables you to save your file. You can also activate this function by clicking on the 'Save icon'.


 Save As

Component:	Configuration Module

Description:	Menu Function

This function is found under the menu 'FILE_SAVE AS'. It allows you to save your configuration file under a different name.


 Select Action

Component:	Configuration Module

Description:	Window

After entering a 'Digit Code' in the 'Selectionbox Definition' window, you can activate this window by clicking on the 'Action' button. This window contains all the options which can be linked to a particular digit code. You could link it to a fax document, or to another selection box, or to hang up the line (disconnect) or to set that particular option to 'not active'. The option 'Delete link' will delete a previously defined action.


 Selection box

Component:	Configuration Module

Description:	General term

A selection box is the basic building block of a fax on demand application. A selection box in a configuration file always contains a sound file which informs the user of the possible choices. It could be linked to a number of fax documents, to a Voicemail box, to other selection boxes. It could also be set to 'not active' or to react by hanging up.


  Selection box Definition

Component:	Configuration Module

Description:	Window

You can either activate this window by double clicking on any selection box in the Selection box Frame (You can also activate this function by highlighting the selection box  and either, click on the 'Selection or Voice mail box definition' icon or choose the menu function "SELECTION BOX_ DEFINITION".) Whichever method you use, the 'Selection box Definition' window will be displayed. This window contains all the definitions for any one particular selection box, that is, the definitions; Digit Length, Name of selection box, Selected sound file, Digit and Description fields and the defined options. (See Select Action and separate descriptions about each of these functions.)


 Selection and Voicemail box list

Component:	Configuration Module

Description:	General term

The selection and voicemail box list is located on the right side of the main configuration window. It is simply a list (in alphabetical order) of all selection and Voicemail boxes contained within any one file. It also acts as a shortcut when you want to go to a specific 'selection box definition' window. Double-clicking on a particular selection or voicemail box name will prompt a widow containing all the settings information (See also Selection box Definition and Voicemail box Definition).


 Send cover page 1

Component:	Configuration Module

Description:	Option in 'Fax Settings' window

This option is found under the menu 'FILE_ SETTINGS_ FAX SETTINGS'. It enables you to send a cover page with every document to be faxed back. The cover page could simply be a standard sheet containing your logo.


 Send cover page 2

Component:	Configuration Module

Description:	Option in 'Fax Settings' window

This option is found under the menu 'FILE_ SETTINGS_ FAX SETTINGS'. It enables you to send a second cover page with every document to be faxed back.  The second cover page could for instance, contain a special offer.


 Send Fax on Current connection

Component:	Configuration Module

Description:	Option in 'Fax Settings' window

This is one of the three Fax Reply Modes. It can be found in the Menu function "FILE_SETTINGS_FAX SETTINGS". When you select the 'Send fax on current connection' mode, the system transmits documents on the same phone line. (Callers must use their fax machines to call the Fax on Demand system) (See alsoFax Reply Mode')


 Settings Engine

Component:	Engine Module

Description:	Menu Function

To configure the card you must tell Faxmaker on which COM port he can find the PC card. This is usually done whilst installing the FaxMaker software. The menu function 'FILE_SETTINGS' in the Engine module allows you to define the COM port by clicking the option button alongside the right port. To alter the IRQ setting of the com port you must go to the advanced window by clicking on the 'Advanced' button. This activates the 'Advanced Settings' window in which you can redefine the settings.


 Sound file

Component:	Configuration Module

Description:	General term

A sound file is a file containing a recorded message or, for instance, a musical interlude. These are automatically compressed to occupy minimum space on your hard disc. Every sound file is automatically given the extension '.pcm'. When you record a sound file, you must eliminate silence as much as posible, both before and after speaking. This ensures professional sounding texts. Sound files with the extension '.pcm' are incompatible with the windows '.wav' files.


  Sound Library

Component:	Configuration Module

Description:	Menu Function

The menu function 'Sound Library' includes all system messages. These are divided in the two sub menu items; 'Repeat Numbers' and 'System Messages'. These messages need to be recorded only once unless you want a different voice to feature in another fax on demand configuration. (See Sound Library and also Repeat Numbers)


 Start Sound recorder

Component:	Configuration Module

Description:	Menu Function

This menu function is located in the Main Configuration Module window under 'SOUNDS_START SOUND RECORDER'(You can also activate this function by clicking on the "Sound recorder' icon in the Toolbar.) It activates a sound recorder program with which you can record your sound files. When you record a sound file, you must eliminate silence as much as posible, both before and after speaking. This ensures professional sounding texts. The Sound files are automatically compressed to occupy minimum space on your hard disc. Every sound file is automatically given the extension .pcm.


  System Integrity

Component:	Configuration Module

Description:	Menu Function

See Phase 8:   Testing the integrity of your system


  System messages

Component:	Configuration Module

Description:	Menu Function

The menu function 'SOUNDS_SOUND LIBRARY_system MESSAGES' is a collection of the basic messages in the form of sound files which you will have to record. These have to be present in any configuration file. When you record a sound file, you must eliminate silence as much as posible, both before and after speaking. This ensures professional sounding texts. (See also System Messages)


 This number is blocked

Component:	Configuration Module

Description:	System Message

This message in text form is found under 'SOUNDS_SOUND LIBRARY_system MESSAGES' . It refers to the sound file which you will have to record in order to inform the caller that the fax number he has entered is blocked. You can block a maximum of two numbers in the  'FILE_ SETTINGS_ FAX SETTINGS' window. (See Block.pcm)


 Tile

Component:	Engine Module

Description:	Menu Function

This function is found in the menu "Window_TILE". When you activate the 'Tile' command (and more than one file is currently open), the system arranges the open configuration files, side by side in the Engine workspace.


 Voicemail box

Component:	Configuration Module

Description:	General term

Voicemail boxes are a type of selection boxes that can play back any messages left by the caller. Look at it as the Faxmaker answering machine. In this way, a caller can leave a message for someone at a specific location (determined by you) within the system flowchart. (To listen to these messages, see Maintaining the Voicemail)


  Voice Settings

Component:	Configuration Module

Description:	Menu Function

See Voice Settings


 Voicemail box Definition

Component:	Configuration Module

Description:	Window

Double clicking on any voicemail box in the selection and voicemail box list on the right hand side of the main Configuration window will activate the 'Voicemail box Definition' window (You can also activate this function by highlighting the voicemail box and either, click on the 'Selection or Voice mail box definition' icon or choose the menu function "SELECTION BOX_ DEFINITION".). This window contains all the definitions for any one particular Voicemail box, that is, the definitions; the 'Name of the Voicemail box', the 'Sound file' and 'Selection box after answering'. The first two definitions work precisely the same way as in the 'Selectionbox Definition'.

The name of that particular selection box you have currently selected is automatically displayed alongside the field 'Name of the Voicemail box.

Under the field 'Selection box after answering', you must select that selection box to which the caller must proceed after the message has been played.

If you have as yet made no sound file for this particular voicemail box, you will first have to record the appropriate text in the Sound recorder and then link it to the text 'Sound File' by clicking on the 'Browse' button to activate the 'Open' dialog box.


 You cannot select any more faxes

Component:	Configuration Module

Description:	System Message

This message in text form is found under 'SOUNDS_SOUND LIBRARY_system MESSAGES' . It refers to the sound file which you will have to record in order to inform the caller he cannot select any more faxes. This system message will be played back to the caller when he has selected the maximum amount of fax documents. Therefore the circumstances when this message is played back is directly linked to the 'Maximum amount of documents' option in the 'FILE_SETTINGS_FAX SETTINGS'. (See Maximum number of documents and also Nofax.pcm)


 You have entered

Component:	Configuration Module

Description:	System Message

This message in text form is found under 'SOUNDS_SOUND LIBRARY_system MESSAGES' . It refers to the sound file which you will have to record in order to repeat the caller's entered fax number. To accomplish this, the system strings together a combination of number sound files to this system message. (See String.pcm and Number Sound Files)


 Window

Component:	Engine Module

Description:	Menu Function

This Engine function is a collection of the menu items "CASCADE", "TILE" and "ARRANGE ICONS". (See separate descriptions for each menu item)