OpenText RightFax: Covering Cover Sheets

Nov 1, 2018 by Lanny Sparks

Here’s a job for Administrators. Alternatively, Administrators that like assigning a project to someone else who does not look like they are busy; YOU could be the lucky person.

Coversheets may seem a bit complicated at first; this document should help. There is a long history of fearful faxers fumbling fruitlessly forever with cover sheets, and specifically the cover sheet codes. There is a bunch of codes, but the cover sheet designer needs just six from the list to make a usefulcover sheet. Here we go.

The cover sheet field codes are where the information embeds on the cover sheet from RightFax either automatically or through the sender entering information in the Fax Information dialog.

Open Microsoft Word to create a Word doc to be the cover sheet. Cover sheets can be in .doc, PCL and HTML formats; PCL cover sheets are coming in another blog.

Before we think about how we would create a Word doc cover sheet, here is a technical aspect that dwells in IT’s realm. To use a Word doc as a cover sheet, the network administrator must install Microsoft Office Suite on the RightFax server and configure it to run as a Server-Side Application (SSA). This information is in the Open Text RightFax Administrator Guide.

Now, let us think about how we might construct the cover sheet and what we put on it. Our suggestions contain cover sheet code fields and probably some bottom of the cover sheet mandatory text and some Disclaimer fields/text.

Two things to keep in mind:

  1. Save the cover sheet in the .doc format (not the .docx format!).
  2. The cover sheet can be only one page.

Here is our list of items that should be on the cover sheet, at a minimum:

  1. Organization logo;
    1. It might be a good idea to convert your logo to black & white or grayscale beforehand;
  2. Your Company Name and Address and main Phone Number and Fax Number;
  3. The word “FAX” in rather robust letters at the top of the page next to, or near the logo and/orcompany information (it is rather evidentthat this is a fax, but doing this is a bow to history);
  4. TheDate & Time cover sheet code field that holds the sent date/time information;
  5. The TO: cover sheet code field;
    1. Contains the name of the recipient;
  6. The FROM: cover sheet code field;
    1. Contains the name of the sender;
  7. Number of Pages in Fax cover sheet code;
    1. We suggest you include the cover sheet in this number (and our example shows that);
  8. Contact Phone Numbercover sheet code;
  9. The Comments or Cover Sheet Notes block for cover sheet notes
    1. You are limited to 21 lines for notes;
  10. The disclaimer at the bottom of the page that carries all the legalese about getting the fax in error, the threats, and the horrible things that can happen to the unwitting recipient (yeah, like it’s the recipient’s mistake that they got the fax in error in the first place).

It is a worthy idea to put the logo, any other graphics and all the text on the Word document and get things lined up (fonts optimized, pitch(es) selected, spacing and the like) before one sets up the cover sheet codes. Look further down for a cover sheet example.

Let us assume we are finished, and it is time to embed the cover sheet notes. 

OpenText Word Options

  1. In Word, go to the File tab:
  2. In the left column, select Options; 
  3. In the Word Options dialog, select the Advanced option in the left column;
  4. Scroll down to Show document content section; 
  5. Select show field codes;
  6. Click on OK to get back to the cover sheet;
  7. To the right of the first field to create, just click to place a marker there.

Now would be a perfecttime to open the Administrator Guide and locate the Field Codes list. When viewing the Field Codes, note that only specific Field Codes are applicable toWord Doc cover sheets.

Now, we are going to begin assigning the Field Codes to their proper location on the cover sheet. In Word, with the coversheet open,

OpenText field codes

  1. Select the Insert tab; 
  2. Click on Quick Parts to bring up the menu;
  3. Click on Fields.

Docvariable

The Field dialog to the right appears. Select the “DOC VARIABLE” option in the left list box. Click on the Show Codes at the bottom left of the dialog. Then, in the 

Advanced Field Properties > Field Codes, type in the appropriate code. In this example, we clicked to the right of the “Sent:” text and we will enter WHEN FAXED in the box to the right of DOC VARIABLE. When finished, click OK. 

Continue by clicking to the right of the “TO:” field on the cover sheet and performing the above procedure. Refer to the Field Code list. In this instance, it is“WHENFAXED”.

The completed fax cover sheet follows. Remember, we have the Show Codes still selected in the File > Options > Advanced.

Smugcat productions

SENT:        { DOCVARIABLE WHENFAXED \* MERGEFORMAT }

TO:            {DOCVARIABLE TONAME \* MERGEFORMAT }

FROM:       { DOCVARIABLE FROMNAME \* MERGEFORMAT }

NUMBER OF PAGES (including Cover):   {DOCVARIABLE NUMPAGESC \* MERGEFORMAT }

CONTACT PHONE NUMBER:        { DOCVARIABLE FROMPHONENUMBER \* MERGEFORMAT }

 

COVER SHEET NOTES:

{ DOCVARIABLE NOTEXT \* MERGEFORMAT }

 

            [You have a maximum of 21 lines containing 69 characters for Notes ]

 

Disclaimer: This fax is intended for the use of the individual addressee(s) named above and may contain information that is confidential, privileged, just plain wrong or unsuitable for overly sensitive persons with low self-esteem, no sense of humor or irrational religious or political beliefs. If you are not the intended recipient, any dissemination, distribution or copying of this fax is not authorized (either explicitly, implicitly, spiritually, ecumenicallyor grammatically) and thusconstitutes an irritating social faux pas. No animals were harmed in the transmission of this fax, although the mutt next door is living on borrowed time, let me tell you.*

*NOTICE:  Your not noticing this notice is noted

and the proper authorities shall receive a notice of your failure to notice the notice.



If you have not already done so, NOW would be a terrific time to SAVE your cover sheet. REMEMBER IT MUST BE IN THE .DOC FORMAT!

Rightfax manager

Almost done. Next, open the RightFax Enterprise Fax Manager, or have the RightFax Administrator do this for you.

In the left segment, click on “Cover Sheets”. Right-click anywhere in the cover sheet list on the right and select New.

When you select New, you will geta popup dialog.

popup dialog

  1. At the ID field, enter the cover sheet name that will identify it in the cover sheet list;
  2. At the Description, enter a description of the cover sheet (optional); 
  3. Click on the Import button and browse out to the cover sheet .doc file, and click on Open to load;
  4. It will appear in the File Name field;
  5. You may view the cover sheet by clicking on the View button;
  6. When finished, click on OK.

If this will bethe Default cover sheet, you can identify it as such by right clicking on the cover sheet (see above) and select Set As Default). Thiswill bethe cover sheet automatically selected when cover sheets are required, as shown below in the FaxUtil > Fax Information dialog > More Options tab > Cover Sheet File list. Note that it will showup as a separate cover sheet, as well.

more options

Here are a couple of caveats.

  1. The ability to make cover sheets is available to anyone; you may be blocked;
  2. However, when the process comes to the time that requires using RightFax Enterprise Fax Manager, either:
    1. A RightFax administrator must perform the final tasks;
    2. Or, the RightFax administrator can give temporary administrative rights to the RightFax server, so the user can complete the process noted immediately above;
  3. TEST the cover sheet (a lot).

We are at the end of Word doc cover sheets! Look for Cover Sheets for PCL coming soon!

Load more comments