Faxing Letters from MediFile

Author: Norine Bevan

Overview

Faxing from within MediFile is a great time- and paper-saver. Faxing from within MediFile means that you don't need to print the document out and you don't need to walk to the fax machine and manage that.

MediFile handles faxing through 3 products — 4Site Fax, WinFaxPro and zetaFax. Depending on your needs and system configuration, you will use the solution appropriate for your needs.

In this note we will discuss faxing to the Fax Butler, that is:

Faxing a single letter
Faxing a selection of letters to multiple locations
Faxing a selection of letters to the same location

Faxing an Individual Letter

To fax a letter go to the Productivity menu and select Letters.

Select the Letter File

Using the Find button on the control bar at the bottom or the Search feature in the File menu, find the letter you want to fax. Or, if you are creating a new letter, type it.

From within the letter record, click on the Fax button to send the fax.

This will bring up the Fax dialog. MediFile will search the address book file for the address book record for the individual entered in the Letter To field.

Fax Letter Options Dialog

1. Batch Selection — Only click on this when faxing a selection of letters to the same fax number. So, when sending only one letter, this should not be checked off.
2. Fax # — MediFile will fill this in for you automatically. If you want to send the fax to a different number, enter the number here. You can fill this in manually, or search for a different address book record and have MediFile place the fax number in. You can search for a different address book record by clicking on the Other button.
3. Cover Page — If you want a cover page, click on this check box. Once you click on the this checkbox, areas 4 & 5 become enterable.
4. Subject — Enter the subject that will appear on the cover sheet.
5. Comments — Enter the comments you want to appear on the cover page.
Fax Button — Click on this button to send the fax.

MediFile will now send a message to the Fax Butler to send the fax. The status of the letter will be changed to "Faxed."

Faxing a Selection of Letters as a Batch to the same Fax Number

As described in the previous section, go to the letter file and find the selection of letters you wish to fax.

Get the selection of Letters to be faxed

From the Special menu, select Fax Selection.

Select Fax Selection

MediFile will ask you if you want to fax the number of letters in the selection, in case you have more letters in the selection than you intended to fax.

MediFile will bring up the Fax Options Dialog.

Fax Letter Options Dialog

Batch Selection — Click on this when faxing a selection of letters to the same fax number. So in this case it must be clicked off.
Fax # — MediFile will fill this in for you automatically. In this case it should be filled in with the fax number you want to send it to.
Cover Page — When sending a selection of faxes, sending a cover page is not necessary in most cases. It only increases the time and cost for sending the faxes. Therefore, do not click on this.
Subject — Enter the subject that will appear on the cover sheet.
Comments — Enter the comments you would like to appear on the cover page.
Fax Button — Click on this button to send the fax.

MediFile will now send a message to the Fax Butler to send the fax. The status of the letter will be changed to "Faxed."

Dialog to indicate the selection has been sent to the Fax Butler

* If you wish to send the selection of letters to someone, indicate in the letter (and for each different letter), and don't click the Batch check box. MediFile will then have each letter faxed separately to the location indicated in the letter.

If you would like the letters faxed to separate locations, and to locations other than that indicated in the Letter To field, you will need to fax each letter individually.