The NV Fax Manager program is the client program of the FaxService system. The program allows sending faxes directly from PC without fax-machine by users of Email-to-Fax service.

The installation of the program is being performed automatically during installation of the NV FaxService Client.

1. Start

Program NV Fax Manager is started automatically during Windows start. When started the NV Fax Manager places it's icon into the System Tray. Clicking on this icon always opens the main program window.

Program can be also started manually from Start menu. The link to the program can be found at Start --> Programs --> NewVoice --> NewVoice Fax Manager.

When started the program can activate each time when printing operation is performed for printer NV FaxService. At this time the main program window appears and the actual list of printed documents is displayed. The feature of automatic activation is controllable and can be changed within the 'Settings' editor.

2. Main window

Main program window has the following look:



Main window consist of two parts. Left part contains the list of document categories, the right part displays the content of the category selected within the left part.

3. Toolbar

The buttons on the toolbar presents all main functions of the program.



Toolbar allows performing the following actions:

• Save document for future use
• Add new item
• Delete item
• Delete all items
• View item
• Move up
• Move down
• Copy document into new fax
• Fax preview
• Send fax
• Hide Fax Manager window
• About the program

All these operations are described in details below in corresponding sections of this description.

4. Program settings

Settings window has the following look:



NV Fax Manager allows configuring the following settings:

• Show/not show the main window after each printing operation on 'NV FaxService' printer
• Which program should be used for viewing documents and faxes

If the first parameter is 'On' then after each printing operation the main window of NV Fax Manager will be shown over other windows. In another case NV Fax manager will be only activated by user's click on the icon from the System Tray.

This function simplifies the work in case if user sends faxes containing several different documents. When this function is 'Off' user can prepare all necessary documents by printing them one by one onto NV FaxService printer and only at the end open the main window of NV Fax Manager and send the prepared fax.

Preparing fax for sending consists of several subsequent steps

1. Document printing

When user needs to send the document by email to be sent as fax he has to open the document in the corresponding program and print it onto NV FaxService. This operation is same as printing onto any other printer.



When the printing operation is performed the main window of NV Fax Manager appears automatically. The last printed document will be at the end of the list of documents prepared for the new fax.



One fax may include several documents of different type. In order to prepare such a fax it is necessary to print them one by one onto NV FaxService printer. All these documents will be displayed in the section "Preparing the new fax"



When all documents are prepared it is possible to change the order of documents within the fax. 'Move Up' and 'Move Down' buttons from the toolbar can do this.

During documents reordering it is possible to use the function "Fax preview" (selected by the red round on the picture). This function allows to the user to check the look of the final fax.



After reordering the fax is ready to send.

2. Saving documents for future reuse

Some documents need to be included into different faxes quite often. This can be page with the logo, company address or company requisites. In order to avoid printing of this document every time NV Fax Manager allows to save it and then include it into each new fax by one simple operation.

The section 'Saved documents' is intended for this. There can be placed any documents from the section 'Preparing the new fax' by clicking the toolbar button 'Save document for future reuse'.

The sample below shows how to save the page with company address and reuse it later in the new fax. To do so user selects the document to be saved and press the button 'Save' (selected by red round)



After this the document will be saved and will appear in the section 'Saved documents'. From here it can be always copied into new fax. The toolbar button 'Copy to new fax' allows doing this operation.



3. Sending fax

The toolbar button 'Send fax' opens the window, which perform send operation. Before sending the fax user has to enter the necessary information.



This information should be entered in three steps

Step 1. Choosing destination from address book

Press the 'Choose' button and select the destination phone where to send the fax.



Step 2. Choosing sending time

FaxService system is able to send fax either as soon as the email with this fax will be received by the system or at particular time. After choosing the destination it is necessary to choose the fax sending time.



The possibility to choose the sending time allows to the user to prepare and send the email during working time but specify the sending time at night. In case of international fax number it will allow to send the fax with lower tariff than at the day.

If the sending time is not specified the system will send the fax as soon as the email is received by the system.

Attention! FaxService system uses Moscow time for sending faxed. If you will specify the incorrect time your fax may be processed improperly.

Step 3. Entering User ID and password

During registering within the FaxService system the user gets the ID (one capital letter and 10 digits) and password. While preparing the fax the user should enter these data and then press the button 'Ready'.



The system automatically store last user ID, so after entering it once user will not need to re-enter it anymore. If you user is sure, that nobody can use your computer to send the fax during his absence he can use checkbox 'Remember password' that will allow to the system to remember the password as well.

After pressing the button 'Ready' the fax preparation is done and it can be sent by email into the FaxService system for sending to the destination.

Sending

During three steps listed above the system prepares all data necessary for sending. It includes address 'To', email subject and attachment file with the fax.

These parameters are displayed in corresponding fields of the sending window.



There are two possible variants of sending: automatic и manual.

NV Fax Manager allows sending the email automatically using email program, which is installed on the machine. NV Fax Manager requires from the mailer to support the MAPI or SMAPI (Simple MAPI) interface. For example Microsoft Outlook and Microsoft Outlook Express do support MAPI.

If NV Fax Manager was able to establish the MAPI connection with mailer then the button 'Send' is enabled and the sending can be done automatically.

If NV Fax Manager by any reasons was not able to connect to the mailer using MAPI then the automatic sending is not possible and prepared fax can be sent only manually. To do so user needs to open any mail program, create the new email there and copy there the data from the fax-sending window:

Для этого следует каким-либо образом открыть почтовую программу, создать там новое письмо и скопировать туда параметры из окна отправки

• Copy the information into the field 'To'
• Copy the information into the field 'Subject'
• Attach the file specified at the corresponding field

After manual sending the fax can be saved in the section 'Sent faxes' by pressing the button 'Save'. The button 'Cancel' closes the window without saving the fax.

This section contains the faxes that were prepared and sent within the NV Fax Manager program.

It contains all faxes that were prepared and sent in automatic mode and also all faxes that were sent manually and then saved.

NV Fax Manager allows sending the saved fax to the new destination. To do so it is only necessary to click 'Send fax' button in the toolbar or context menu. This command opens the fax sending window and all actions within this window are the same as during sending the new fax.

The difference between sending the new fax and resending the saved fax is following: in case of resending saved fax the user doesn't need to open and print all documents again and prepare the final fax.

The section "Saved documents " contains the documents that can be inserted into all new faxes. The usage of documents from this section was described above within the chapter "Saving documents for future reuse" in the description of new fax preparation.

NV Fax Manager supports the address book, which contains all fax destinations. It is not possible to enter the destination phone directly but only choose it from the address book. This approach should not cause inconvenience for users because they will enter the phone number only once at the first time and later simply choose this phone from the list.

The form for entering the data about the new destination is very simple. It requires entering the destination phone and at least one of two fields: contact person name or company name. Phone should be entered using correct format. The form contains the small help text about the format of destination phone.