cover sheets, letterheads and attachments
Zetafax allows you to create and use your own cover sheets, letterheads and attachment files which can then be added to your faxes to help maintain your corporate identity.
When you first install Zetafax you will find that a number of samples of each file type have been provided for you, this is to help you to get started using Zetafax. It is worthwhile taking the time to set up your own versions of these files which can then be used by all Zetafax users across your network.
Select one of the topics below for further instructions on how to do this:
Creating a document attachment
A cover sheet provides the fax recipient with information about the fax they are receiving. It is usually the first sheet of a fax that gets sent, and contains information both for the recipient and also to help the fax reach it's destination.
Each cover sheet consists of two files: a foreground file which contains text which is different for each fax (such as the name and organization), and a background file, containing fixed information such as the company logo. The background file is optional, and can be omitted if all the fixed information is in the foreground file.
Cover sheets are stored in the SYSTEM\Z-COVER sub directory of your Zetafax home directory. The foreground is stored and is given an extension of .EPN. The background is a graphics file, with extension .G3F for fine mode faxing, or .G3N for standard mode.
Click here for instructions on how to create your own cover sheets
Each letterhead for use with Zetafax is stored as a multi page graphics file, in the SYSTEM\\Z-LETTER sub directory.
When sending a fax, 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.
Attachment files are multi page graphics files which can be added to the end of a fax being sent.
There are two types of attachment files: system attachments, which are available to all users, and private attachments which can only be used by a given user. System files are stored in the C:\\Program Files\\Zetafax Server\\SYSTEM\\Z-GRAPH directory, while private files are stored in each user's graphics sub directory USERS\\{\i username} \\Z-GRAPH.
Any document or image which you could send as a fax, or any received fax, can be saved as an attachment file. This includes images in any of the supported graphics formats (TIFF, DCX, PCX, etc.) as well as any word processor or text file.
Resolutions used
You can send faxes at two different resolutions: standard mode (200 x 100 dpi), and fine mode (200 x 200 dpi). Usually graphics files for sending - letterhead, cover sheet backgrounds and attachment files - are stored in one resolution only, and Zetafax converts formats automatically if sending at a different resolution.
Most Zetafax systems are configured to send faxes at the higher resolution (fine mode), and this is the default setting if you specify Normal as the resolution unless the network administrator has used Zetafax Configuration to alter the system default. Therefore it is usual to store fine mode versions of the graphics files only, and the instructions in the sections below tell you how to do this.
However, if you wish, you can create separate versions of the files for the two different resolutions. Although rare, you might do this if you send at both resolutions, and want to fine tune the lower resolution version of the file to improve the image quality, or to reduce the preparation overhead in converting between formats. The different versions have the same file name, but with an extension of .G3N for standard mode and .G3F for fine mode versions.
Using cover sheets, letterheads, or attachments
The next section explains how to create custom cover sheets, using the cover sheet Editor provided with Zetafax. You can also create a letterhead or attachment file by faxing the document and then saving the fax preview in an appropriate format; for more information, see Faxing a cover sheet, letterhead, or attachment.
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