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Here you will find answers to many general and technical questions related to 4-Sight FAX v5 client, server or any other aspect of the software. If you do not see an answer to your question please forward your question(s) to support@softsinc.com. *If I have full queue access, why am I not seeing all the faxes? *Why is my fax sitting in the Server's Outgoing Queue and not being sent? *What modems can I use with 4-Sight Fax version 5?
To see all faxes, you need to be configured on the server as well as the client. To do this, following these steps: 1. On the server
2. On the client*
*You must be logged into the server from the client to be able to set this preference. If I have full queue access but have turned off Show Faxes for all Users, why am I still seeing faxes from other users? This will occur if you send fax(s) using an alias name. By sending a fax using an alias name, you are logging in as yourself, but choose to send the fax using someone else's name. How do I ensure the OS 8/9 Fax Client has enough memory? While 4-Sight Fax version 5 requires more than 64MB of installed memory, we recommend 96MB of memory. If you have only 64MB in your system, you will experience performance and reliability issues and the program will likely fail to load. To increase stability, install additional memory to your system or set up virtual memory to more than 96MB. You can set your virtual memory size by following these steps on your Macintosh:
Can I be notified of new faxes even if I'm not running the client? No. You must have the client running and must be logged in to receive notifications of new faxes. On startup, why am I get an error saying 'Error loading <*> Preferences'? If any part of the path to a 4-Sight Fax data file is an alias to a mountable volume, that volume must be mounted for the 4-Sight Fax Client to find the file. An unavailable volume will result in the above error message, and failure to load the user's data. If I don't like the sounds, can I turn them off? Yes. To disable the sounds, follow these steps on the client:
Can I backup a Local Address Book? Yes. To backup a local address book, choose the address book you want to backup then follow these steps on the client:
How do I set the Priority of a Fax? While the priority of a fax can only be specified from the client, follow these steps in the composer window of the client to specify a faxes priority:
How can I see the Fax Number exactly as it will be dialed? You can see this in the Client Composer's Recipients List. There are two types of recipients regarding dialing: 1: Smart Dialing* recipient
*You MUST be logged into the server for this to work. 2: Standard recipient.
How do I search on the client for keywords that match EXACTLY? On the client, there are controls that allow users to filter or search the active queue or folder for keywords. These controls are located above the active queue or folder shown in the main window of the client. To search for exact keywords, type the keyword to the right of the Starts With selection. How can I search for faxes by Last Name? On the client, there are controls that allow users to filter or search the active queue or folder for specific last names. These controls are located above the active queue or folder shown in the main window of the client. To search for a last name, type the last name to the right of either the Name selection or the Ends With selection. Why do my text files attached within the fax composer come out as blank pages on Mac OS X? The problem lies in the failure of Apple's TextEdit application to properly handle the fax request from the 4-Sight Fax client. To workaround this problem, open your text file in TextEdit and follow these steps:
Why don't my PDF faxes look right on Windows? If you fax directly from Acrobat Reader using Windows and do not fax the file as an image, this problem can occur. To overcome this, follow these steps when sending a fax from Acrobat Reader:
How can I check the progress of my attachment on OS X? You can check on the progress of an attachment print job by choosing the 4-Sight Fax option in the "Print Center" of your OS. When I change my cover page selection in the client, why doesn't the viewer show the new cover page? Because cover page imaging is NOT done on the client, the client viewer will only display attachments. When there are no attachments, a logo image is displayed, but this is not a cover page image. If you were to change your cover page in the client viewer, you will not see any changes in the viewer until you add attachments, in which only the attachments are loaded into the viewer not the cover page. When adding AppleWorks attachments in the client, why does it prompt me to change my setup but then nothing happens? The problem lies in the failure of the AppleWorks application to properly validate the fax request from the 4-Sight Fax client. To workaround this problem, open your AppleWorks file in AppleWorks and follow these steps:
Why doesn't my User Name (or Alias) appear in the Sender List when I compose a fax? This means your user login has been restricted to send faxes only under a 'public' name. To lift this restriction, follow these steps on the server:
Why don't the other registered users appear in the Sender List when I compose a fax? This means your user login has been restricted from using aliases. To lift this restriction, follow these steps on the server:
What do Save and Open do in the Composer? The Save command allows you to save the current fax to disk. You can then access this saved fax with the Open command. Here are a couple of examples:
If I change the Subject of one Outgoing Queue item in a multi-recipient fax, why is the Subject changed for all items? Because the server treats the Subject as a property of all the faxes that are grouped together even through multiple items show up in the Outgoing Queue, changing this Subject on one fax will change the subject for all. In contrast, the Scheduled date/time is treated as a property of each fax in the group, so a change you make on the date/time on any one fax applies only to that fax. What is the Salutation field for? When adding or modifying an Address Book or Group contact, the Salutation field should be populated with Mr., Mrs., Sir, Madam, etc. What's the difference between General Preferences and User Preferences? General Preferences apply to all registered user logins that have been enabled on the client. General Preferences include things like Faxing details, Fonts, Feedback Sounds, and Logging. User Preferences apply to each user and can be different depending on the user. User Preferences include things like Auto-Login, Remember Password, Fax Checking Interval, Notification details, aliases, emails, and default cover pages. Where are my Client Preferences stored? The client's General Preferences are stored:
Where are my User Login Preferences stored? The client's User Preferences are stored:
Can I delete my configuration and data files and start over? Yes. Either delete or rename the top-level directory listed for your platform:
Obviously, all your client data and preferences will be lost, and you will start as if this were a fresh installation. But doing this has NO effect on the server's data, only the data that is used by your client. As an alternative to doing this, you may reset your client's General Preferences to their defaults by simply using the Reset button on the General Preferences window. If I changed my password on the Client, why can't I log in to the Server? Whatever password you set on the client must match whatever is already set on the server. Why does my login fail with the error message 'You are already logged in to this Fax server from another machine'? This is typically caused by: 1. Either you or someone else has logged into the server using your username and has not logged out. 2. The 4-Sight Fax Client has crashed and stopped communicating with the server. Because of this, the server will not log out your client until after 10 minutes. If you attempt to reconnect within this 10-minute period, the above error message will be displayed and the login will fail. Why do legal-sized (8.5" by 14") documents get truncated when faxing from the OS 9 client? Certain applications (like Word) can override the default Page Setup in OS 9. Because the Page Setup is usually set to letter-size (8.5" by 11"), faxes that are legal-sized (8.5" by 14") will be truncated to the default letter size (8.5" by 11") when faxed. To workaround this issue, open the document in the application (like Word), change the Page Setup to legal size, and save the document. Once saved, send the fax from the application by clicking print and follow the usual faxing steps.
Server Why is my fax sitting in the Server's Outgoing Queue and not being sent? First, make sure that your server is configured to send outgoing faxes by following these steps on the server:
*This box can become unchecked if another application on the machine has "grabbed" the modem device. If the above is set correctly and the fax is still unsent, the problem could be that: 1. You are working offline and not connected to the server. 2. You have hardware issues with the modem and need to check the modem connections and make sure the modem is working properly. 3. You have analog line issues and need to contact your telephone service provider. Why is my server not receiving Incoming faxes? Ensure that your server is configured to receive incoming faxes by following these steps on the server:
*This box can become unchecked if:
If the above is set correctly and the server is still not receiving, the problem could be that: 1. You have hardware issues with the modem and need to check the modem connections and make sure the modem is working properly. 2. You have analog line issues and need to contact your telephone service provider. How can I tell the difference between Incoming Faxes that have been read and those that have not? When viewed in the client, 'unread' messages in the Incoming Queue are displayed using a green font to distinguish them. Why do Outgoing Faxes sit on the server with a status of 'Waiting'? When the server is overloaded with faxes to image, print, or send, all newly sent faxes will show a 'Waiting' status until the overloaded tasks are completed first. Below is an example of how this can happen: When the server is set up to print copies of Incoming or Outgoing messages, the following
This configuration will cause printing to take priority over sending faxes - which causes the fax to sit in a 'waiting' status until all print jobs are complete.
No. The 4-Sight Fax Server version 5.0 software will only run on Macintosh computers that have OS 8.6 - OS 9.x installed (OS 9.x is highly recommended). This does NOT include OS X running in classic mode. OS X compatibility will not exist on the Fax Server until 4-Sight Fax version 5.1 is released. How can I import version 4 users into my version 5 server? You can import version 4 users into the version 5 server by following these steps on the server:
*This is best done on a new installation because all current Users and Groups will be overwritten with imported entries. What should I do if I installed the OS X client but the 4-Sight Fax option is not shown in the Print Center? You will need to manually add the 4-Sight Fax print driver to the Print Center. If I am using a firewall, what ports do I need to open to send and receive faxes? You will need to open port 8008 on the firewall. Can I run the Server and the Client on the same machine? Yes. However, not on an OS X machine because the server needs OS 8.6 or 9.x to run. You will also need to install the corresponding OS client (either 8 or 9) on that machine as well. Keep in mind that the performance may be impacted if both client and server are running on the same machine. How do I setup and use the Email Forwarding feature? You must be licensed to utilize the 'Fax Forward to Email' feature (contact Soft Solutions or your local reseller for pricing details). When properly licensed, you can setup this feature by following these steps: 1. On the server -
2. On the client* -
*You must be logged into the server from the client to be able to set this preference. Once the feature is setup for a user, faxes will be forwarded to the user's email account once the fax is assigned to that particular user. In other words, the fax will not be forwarded to a user's email account until the fax is assigned to that user. Why doesn't my OS 8.6 Fax Server show up in the Servers List of my client? If you are running the fax server on an OS 8.6 machine, the server address will not appear in the server list of the client. You must manually enter the server names in the field below the server list. This will only occur on servers installed on OS 8.6 machines, not OS 9.x. How can I use a central address book (on the server*) that can be accessed by every Client? To add address book entries that can be accessed by any client user who is logged into the server, follow these steps on the server:
*Server address book entries can only be made on the server. You cannot add entries to the server address book from the client. Why can't I find any Server Address Book Entries? You must be logged into the server to see its address book entries. Make sure you are logged into the server. If you are logged into the server, you will see the server address book entries when you compose a fax. A blue ball icon to the left of the name will distinguish entries from the server address book. You cannot add entries to the server address book from the client. What modems can I use with 4-Sight Fax version 5? The current list can be found on our website using the following link: http://www.4sightfax.com/PDFs/Supported_Devices_v5.pdf
If you should have a problem with the client software, you can submit an Incident Report. Before submitting the report, you should configure your client’s feedback settings by following these steps:
*You will need to be connected to the Internet to communicate with the mail server. Once configured, you can submit an incident report through the client by following these steps on the client*:
This will allow the Soft Solutions technical support representative to examine the activity log for the source of the problem. *The client does not need to be logged into the server to submit an incident report. Is there a way to speed up printing in OS X? While the 4-Sight Fax client is a java application, it must go through the Java Virtual Machine (JVM) for printing. Because the JVM creates temporary files for each print job, these files can become so large that it may take a long time to process. The workaround for this issue is to print directly from Adobe Acrobat Reader®. To do this, follow these steps in Acrobat Reader*:
*You will need Acrobat Reader installed on your system. Is there a way to speed up Windows printing to my PCL or Postscript printer? When printing viewed faxes to Postscript and PCL printers it's important that all optimizations are enabled in the printer driver's set-up (especially the compress bitmaps option, if present) to make sure the spool files aren't too large and as a result take longer than expected to print. What's the difference between a Saved Fax and a Pending Fax? A Pending Fax is one that you have tried to send to the server, but were not connected to the server. Once a Pending Fax is actually sent to the server, it is removed from the client's Pending Faxes folder and is no longer in a pending state. A Saved Fax exists as a file that is accessible on your machine. You can open and send a Saved Fax multiple times and it will continue to be available. To remove a Saved Fax, you have to physically delete it from the file system the same way you delete any other file. Both Pending Faxes and Saved Faxes are editable. What's the difference between Resend and Forward? Resend is available on Outgoing faxes that have been Rejected. You may change a limited set of fields when you resend a fax, but you are dealing with a fax that is already on the server. Forward is also available for Outgoing faxes, but it simply downloads the fax attachments and loads them into a Composer for you to finish composing the fax. When you Send it, a completely new fax will exist on the server, but it will be based on the attachments you selected to forward. Forward is also available on faxes stored locally in your Sent Faxes folder or in any of your User Folders. The success of Forwarding from User Folders depends on the format of the fax as it was received. Formats of RLE may be forwarded without problem. Other formats will have to be converted before they can be used. To convert one of these files using the 4-Sight Fax client, create a New Fax, select the file as an attachment then complete the composition of your fax. Why does my fax show one timestamp in the Sent Faxes folder and a different timestamp in the Outgoing Faxes folder? There are relatively small discrepancies in the system clocks of the client and server machines, sometimes resulting in timestamp differences. What happens to a scheduled fax? Scheduling simply sets the date and time that you want the fax to be sent out by the server. The server will maintain the fax in a “Waiting” state until the specified date and time after which the fax will be sent. Why are my ASAP or Important Faxes being rejected? If you are not permitted to send urgent faxes, any fax with a higher priority than 'Normal' will be rejected with the reason "Was rejected because you are not permitted to send urgent faxes". In addition to the 'Urgent' priority, 'ASAP' and 'Important' priorities are also treated as urgent priorities as well. If you compose a fax while not connected to the server, the client will allow all priorities to be set, regardless of what is in the server configuration. When a connection is made to the server, the error "Was rejected because you are not permitted to send urgent faxes" will occur. To prevent 'ASAP' and 'Important' faxes from being rejected, follow these steps on the server:
Why can I set my default Priority to an urgent level even though I cannot send faxes of that priority? Because the client's General Preferences are considered machine wide preferences, you may have multiple logins defined but it will not apply any restrictions to the priority you may set. When you create a fax and you are online with a server, the Composer will check your permissions and disable settings that may overstep any restrictions. This will prevent you from sending a fax that will be rejected by the server. |
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