CareGroup Information Systems has installed FAXMaker for Exchange by GFI Fax & Voice, Ltd. (http://www.gfifax.com)
It may take up to a week before FAXmaker’s list of authorized Exchange users is synchronized with the Exchange system. If it has been more than 7 days since your Exchange account was established and you still are unable to send a fax via Exchange, contact the IS Support Center (754-8080)
The preferred method is to enter a fully qualified name and number in the “To” field of an email. The format is:
The [ ] must be included in the address. The “@” sign inserts a carriage return, line feed. As an example, to send a fax to John Doe at Fleet Bank at fax number 617-555-1212, you would enter this in the “To” field of the email:
You need to enter the full 10 digit number even for local calls. It is not necessary to enter a “9” for outside access or “1” for long distance. The fax cover sheet will use the address information in its “To” field. The above entry would generate a cover letter with the “To” address shown as follows:
To: John Doe
Fleet Bank, Boston, MA
For PC users, the Outlook Personal Contacts folder can also be used. It is not, however, the preferred method.
No. Currently, the FaxMaker lines are restricted to the US and Canada.
No. The fax capability is currently limited to outbound faxing only. At some point in the future, we may add inbound faxing.
Maybe. If you are using the VPN, Metaframe or Outlook Web Assistant (OWA), you will be able to send a fax. If you are a POP account client, you will not be able to send a fax.
As with regular fax machines, it depends on how many faxes are received at the same time, the content of your fax, the traffic at the site to which you are sending and other factors. Generally, you should receive a confirmation report indicating the fax was successfully transmitted within 3-4 minutes of the time you sent it.
If FAXmaker encounters a busy signal, it will retry every 30 seconds. If not successful after three tries, an error message will be returned indicating the fax was not sent.
After sending the document, FAXMaker will return an email message to you indicating the fax was sent. The delivery date/time, connection time, page count, and other transmittal information will be included.
Yes. Bolding, italics, size differences and most font variations will be preserved. When using fonts it is advisable to use the standard fonts that come with windows. The fax server can only interpret fonts that it has installed.
Currently, we support Adobe (.pdf) and Microsoft Office Professional documents. The latter includes Word, Excel and PowerPoint. One known exception is Excel workbooks with more than one spreadsheet. Only the spreadsheet active when the document was saved will be rendered.
Gif, tiff, jpg, bmp, and several other document types are not directly supported as attachments. Many of these file formats can be sent if they are embedded within an Adobe PDF or Microsoft Office document.
Office 2000 and all prior versions of Word, Excel, and PowerPoint compatible with Office 2000 are supported.
The fax will print with a landscape orientation. In tests we have completed, some spreadsheet displays are compressed and may not print correctly in landscape mode.
Not at this time.
The top of each page faxed will identify the sender, the addressee, page number, and date/time of transmittal. The sender’s identifying information is based on entries in the Global Address Listing in Exchange. These entries can only be changed by IS Call Center Support staff. The addressee’s name is based on what was entered in the “To” field of the outgoing fax message.
At the bottom of each fax, a privacy notice is inserted.
The CareGroup logo, time/date of transmission, to/from information, and subject is included in the cover letter. If you used the [FAXmaker:name@organization@6175551212] format to address the message, include enough information to insure proper routing when your fax is received.
Only the standard CareGroup cover page, header and footer are supported at this time.
Yes, providing you use the [FAXmaker:name@organization@6175551212] addressing convention.
The only difference between sending faxes through a regular fax machine and FAXmaker is that a system administrator could view faxes on the server while they are in transit. Once the fax has been sent it is deleted off of the server. Information Systems has a strict policy forbidding the reading of confidential information.
As with any fax, you should be cautious about sending a sensitive document to a location where the receiving fax machine is located in a common area.
Not if you are diligent about regularly cleaning out your “Sent” folder. All Exchange users, regardless of whether or not they use FAXmaker should do this maintenance task.
The fax service is intended for official CareGroup business only. All faxes are routed through the BIDMC phone system where the FAXmaker server is located. All telephone charges are therefore incurred by BIDMC. Information Systems will be reviewing the fax logs from time to time to see if there is high use by entities outside BIDMC. Expense allocations may be necessary in the future.
It depends on the client that will be used by the addressee to read the message. Generally it is preferable to send an email. Email provides higher fidelity, more features, better security, faster transmission and greater cost savings. If the person does not have an email client that can render attachments or does not have the ability to translate Word, Excel, or PDF files, you may be better off sending a fax.
We suggest you do not use this method as our tests indicate Exchange customers often send to fax addresses inadvertently when they intended to send to an email address. This could result in confidential information being presented to unauthorized persons.
It is possible to use a fax number from your contacts list if you are using a Windows based PC and Outlook as your email client. From the Outlook shortcuts, select “Contacts”. Chose an existing contact or add a new contact. The fax number should be entered in the business fax field under the general tab with a fully qualified, 10 digit number, e.g. 6175551212. There is no need to enter a “9” for outside access or a “1” for long distance. The telephone system automatically detects this.
Fax entries are listed adjacent to email addresses in your personal contacts folder. It is easy to pick the fax address in error if you are not careful. This could cause a sensitive message to be sent to a fax machine in a common area rather than received in a private email box. Be careful when you address your messages.
While in Outlook click on Tools – Services. A dialog box will appear that will have three tabs. Click on the last one labeled Addressing. In the box labeled “Show this address list first:” click on the drop down box and select “Global Address List”.