HOWTO: Creating letterheads and attachments with application servers

ZTN1002

ID: ZTN1002

This Zetafax technical note applies to:

• Zetafax 5.5 client
• Zetafax 6.0 client
• Zetafax 7.0 client

Summary

The simplest way to create letterheads and attachments is to print from an application to the Zetafax printer.  Since the Zetafax printer is not available on application server clients (eg Citrix Winframe and Microsoft Terminal Server), this is best done from another client computer or on the Zetafax server computer.  However this document gives an alternative method of doing this using an application server client.

NOTE: The Zetafax printer is supported under Windows 2000 terminal services and may be used to create letterheads and attachments.

More information

Creating a letterhead from a word processor version using the FaxMerge printer

Each letterhead for use with Zetafax is stored as a multi page graphics file, in the zfax\SYSTEM\Z-LETTER directory, where 'zfax' is the name of the directory where the Zetafax server files are installed.

The pages of the document being sent are merged with the letterhead pages in order (as when you print a document onto letterhead and continuation paper). If there are more pages in the document file than in the letterhead, the last page of the letterhead is used for all remaining pages.

Most companies have letterhead paper (with their address and logo) for the first page of letters, and continuation paper (with just a logo, or perhaps blank) for all other pages. To mirror this with Zetafax the letterhead file should contain two pages, with the letterhead sheet as the first page and the continuation sheet as the second.

1. Open the company letterhead and your continuation paper (or a blank sheet) as its second page with your word processing package.
2. Select the Zetafax FaxMerge printer driver and set its spool resolution to FINE.
3. With the server and client running, print the document using the Zetafax FaxMerge printer driver. After a short time the Zetafax Addressing window will appear.
4. Click the SAVE AS button to display the " Save file as" dialog box.
5. Select the "Save image file" option and click OK. This will display the " Save as" dialog, give it a name and click OK to accept the default file type (*.epn).
6. Select the file created in 5 from the Zetafax filed window, then choose File | Forward and select the Zetafax user you are currently logged in as, and click OK. After a while a new message will appear in the IN window - this has now been converted to a fax graphics format file (.G3F)
7. Highlight this newly received message and choose File | Save as system file.. which will launch the " Save as system file" dialog, where you should select " Letterhead background" .
8. Enter a file name without any extension (e.g. " LETTHEAD" if you want to overwrite the default file), and a short description to help users. Click OK and the letterhead will be created.

Creating a letterhead from a printed version

If you do not have a word processor version of your letterhead, you can still create a new Zetafax letterhead simply by sending from another fax machine (effectively using the other fax machine as a scanner).

1. Ensure that you are logged in to the Zetafax client as the user you have configured to receive incoming faxes. From another fax machine send Zetafax your letterhead and continuation paper as a two-page fax, in FINE resolution. You should get a notification that a new fax has been received, and see an entry for the new fax in your IN window.
2. Select the entry, then choose File | View to check it has been received correctly. The file resolution (displayed on the status bar) should be 200 x 200 dpi - otherwise you didn't send it in FINE mode, and you should try again! Quit from view, then choose File | Save as system file to save the file.
3. Continue with step 7 above.

Removing a letterhead

To remove a Zetafax letterheads follow these steps:

1. Run the Zetafax configuration program
2. Select the option Coversheets and letterheads and click OK
3. Make sure that the Letterheads radio button is selected
4. Highlight letterhead name to be removed
5. Click on the Delete button
6. If you are sure that you want to remove the selected letterhead then click Yes when asked for confirmation
7. Unless you wish to remove/edit any other letterheads, select Close . You will then be taken back to the main configuration menu. Select Quit then click OK.

Creating an attachment for use with Zetafax using the FaxMerge printer

Two forms of attachment are available, system attachments and private attachments. System attachments are available to any one using the Zetafax server where the attachment is stored. Private attachments are only available to the user that creates them. Each attachment for use with Zetafax is stored as a multi page graphics file. System attachments are stored in the zfax\YSTEM\Z-GRAPH directory. Private attachments are stored in the zfax\USERS\%username%\Z-GRAPH directory.

Attachments are usually used for any documents that you might send out regularly (such are price lists or product information). An advantage for using them is that you can send more than one attachment at any one time to a recipient or group of recipients. Digital versions of you signature can also be saved as a Zetafax attachment, in most cases signatures would be saved as a private attachment. Attachments such as signatures can be merged onto a document that you are sending by the use of FaxMerge commands.

1. Open the document you wish to create an attachment from with your word processing package.
2. Select the Zetafax FaxMerge printer driver and set its spool resolution to FINE.
3. With the server and client running, print the document using the Zetafax FaxMerge printer driver. After a short time the Zetafax Addressing window will appear.
4. Click the SAVE AS button to display the " Save file as" dialog box.
5. Select the " Save image file" option and click OK. This will display the " Save as" dialog, give it a name and click OK to accept the default file type (*.g3*).
6. Select the file created in 5 from the Zetafax filed window, then choose File | Forward and select the Zetafax user you are currently logged in as, and click OK. After a while a new message will appear in the IN window.
7. Highlight this newly received message and choose File | Save as system file.. which will launch the " Save as system file" dialog, where you should select where you should select " Public attachment file" or " Private attachment file" .
8. Enter a file name without any extension (e.g. " ATTACH" ), and a short description to help users. Click OK and the attachment will be created.

If you do not have a word processor version of your attachment, you can still create a new Zetafax attachment simply by sending from another fax machine (effectively using the other fax machine as a scanner). See above for instructions.

If you have a TWAIN compatible scanner you can simply hit the " Acquire" button on the Zetafax workstation toolbar. If you do this continue on from step 1.

Removing an attachment

Attachments are removed via the Zetafax workstation (client). To remove attachments follow these simple steps:

1. From the Zetafax workstation select " Change directory" from the Window menu.
2. You will need to change to the directory where the attachment you wish to remove resides. To remove a system attachment change to the zfax\SYSTEM\Z-GRAPH directory. To remove a private attachment change to the zfax\USERS\username\Z-GRAPH directory.
3. The " Filed" (bottom) window will now display the attachment files listed in the directory you selected. Highlight the attachment you wish to remove.
4. Click on the Delete button (or select " Delete/Abort" from the File menu).
5. You will now be asked to confirm deletion. Click " Yes" to delete attachment or " Cancel" to abort.

References

For additional information on Zetafax in an application server environment, please see the following Zetafax technical notes:

ZTN1020-INFO Zetafax printer not supported on an application server.

ZTN1024-HOWTO Configuring Zetafax (pre 6.01) with Citrix WinFrame.

ZTN1041-HOWTO Configuring Zetafax (pre 6.01) with MS Terminal server.

ZTN1053-HOWTO Configuring Zetafax 6.01 on an application server.

ZTN1131-HOWTO Configure Zetafax 7 with Windows 2000 terminal services.

Last updated: 27 April 2001 (GC/DH)