Creating Fax Distribution Lists

Use the Fax Distribution List screen to create a list of recipients to whom you can send the same fax as a single process.

The following tasks explain how to:

• Create fax distribution lists of individuals.

• Create fax distribution lists of customers and vendors.

• Edit previously created and saved fax distribution lists.

To have the system build a fax distribution list using the selection capabilities of the Report Writer/Mass Load program, see Building a Fax Distribution List.

To create a fax distribution list by entering names and fax numbers:

1. From the System menu, select Fax Memo to display the Fax Memo screen.

2. Use the Distribution List hot key to display the Fax Distribution List screen.

3. In the To column, enter the name of each recipient.

4. In the Fax # column, enter each recipient's fax number.

Note: If the fax phone number does not conform to a format recognized by the system, the number is dialed as displayed.

5. Use the following hot keys as needed:

6. Press Esc to return to the Fax Memo screen.

The system displays ***Distribution List*** in the Fax # and To fields.

7. To complete the process of sending a fax, see Sending Faxes.

To create a fax distribution list using customer and vendor account fax numbers:

1. From the System menu, select Fax Memo to display the Fax Memo screen.

2. Use the Distribution List hot key to display the Fax Distribution List screen.

3. On a blank line in the To field, do one of the following:

• Type a forward slash (/) or exclamation point (!) followed by all or part of a customer or vendor name and press Enter. If multiple name matches exist, the system displays a list of company names from which to choose.

• Type a forward slash followed by a period (/.) and the customer or vendor number and press Enter. If the company has multiple fax numbers, the system prompts you to select a fax number or contact name.

The system displays the customer or vendor contact name in the To field and the fax phone number in the Fax # field.

Note: If the phone number in the Fax # field does not conform to a recognized format, the system dials the number as displayed.

4. To add additional names and numbers to the list, repeat the previous step.

5. To save the list, use the Save hot key. At the prompt enter a unique Work ID, which can be used to recall the saved list.

The system displays the ID in the upper left border of the screen.

6. Press Esc to return to the Fax Memo screen.

The system displays ***Distribution List*** in the Fax # and To fields.

7. To complete the process of sending a fax, see Sending Faxes.

To edit a previously saved fax distribution list:

1. From the System menu, select Fax Memo to display the Fax Memo screen.

2. Use the Distribution List hot key to display the Fax Distribution List screen.

3. Use the Recall hot key to recall to the screen a list of names and numbers that have been saved under a unique Work ID.

• If only one Work ID exists, the list displays.

• If multiple Work IDs exist, a Recall Work ID prompt displays. Type a Work ID name or press F10 to select from a list of existing Work IDs.

4. Edit the list of names and fax phone numbers as needed.

5. To delete items included under a Work ID, select a name and use the Spacebar, the Backslash key (\), or the Delete key.

6. To delete the displayed distribution list, use the Delete hot key. The system prompts you to type delete to confirm the deletion.

7. When you finish editing the list, use the Save hot key. At the Save list as prompt, do one of the following:

• Press Enter to save the list under the given name.

• Type a new name and press Enter.

8. Press Esc to return to the Fax Memo screen.

The system displays ***Distribution List*** in the Fax # and To fields.

9. To complete the process of sending a fax, refer to the topic Sending Faxes.

See Also:

Sending Broadcast Faxes

Appending Documents to Faxes

Fax Memo Overview