Building Fax Distribution Lists

Use the Build A Distribution List screen to have the system build distribution lists of fax recipients using the selection capabilities of the Report Writer/Mass Load program.

For example, you can set up the system to build a distribution list of customers who are plumbers. The system selects records from the CUSTOMER file based on your report writer selection criteria.

In another example, the system can build a list based on the customers for which you have outstanding job quotes. The system selects records from the JOB.QUOTE file based on your report writer selection criteria and then accesses the corresponding CUSTOMER records to pick up the fax number.

The following tasks explain how to:

Build a fax distribution list.
Edit a saved fax distribution list.

To build a fax distribution list:

From the System menu, select Fax Memo to display the Fax Memo screen.
Use the Distribution List hot key to display the Fax Distribution List screen.
Use the Build hot key to display the Build A Distribution List screen.
Complete the fields displayed on the screen as follows:

Field	Description
Customer/Contact	Press F10 and select one of the following as the source for fax recipients: Contact – Selects names from the Contact file. Customer – Selects names from the Entity file.
Design ID	Enter an ID up to 17 characters long to identify the list.
File Name	Press F10 and select from a list of file names available on your system. This parameter identifies the name of the file containing the information to be used to construct the list.
Title of List	Enter a title up to 20 characters long to assign to the list.

Use the Selection Build hot key to display the Report Writer/Mass Load Selection screen, where you set the criteria for selecting the records whose corresponding customer or contact fax numbers can then be selected for the distribution list.

For more information about this screen, see Using the Report Writer/Mass Load Selection Screen.

Press Begin Sel to execute the selection criteria.

Press Esc to return to the Build a Distribution List screen.
To save the displayed screen under a work ID, use the Save Work ID hot key.
Press Esc to save your changes and return to the Fax Distribution List screen.

To edit a saved fax distribution list:

From the System menu, select Fax Memo to display the Fax Memo screen.
Use the Distribution List hot key to display the Fax Distribution List screen.
Use the Build hot key to display the Build A Distribution List screen.
In the Design ID field, press F10 and select the saved ID.
Edit the fields displayed on the screen or the report writer selection criteria as needed.
To delete the displayed design ID, use the Delete Work ID hot key. The system prompts you to type delete to confirm the deletion.
Press Esc to save your changes and return to the Fax Distribution List screen.