Symantec Fax Sharing User manual

Fax Sharing User’s Guide
February 2000

WinFax PRO Fax Sharing User’s Guide
Copyright Notice
© Symantec Corporation 2000
All rights reserved.
The use and copying of this product is subject to a license agreement. Any other use is prohibited. No part of
this publication may be reproduced, transmitted, transcribed, stored in a retrieval system or translated into any
language in any form by any means without the prior written consent of Symantec Corporation. Information in
this manual is subject to change without notice and does not represent a commitment on the part of the vendor.
Federal copyright law permits you to make a backup of this software for archival purposes only. Any other
duplication of this software, including copies offered through sale, loan, rental or gift is a violation of law, and
subject to both criminal and civil penalties.
Notice to WinFax PRO Users
It shall be unlawful for any person within the United States to use any computer or other electronic device to
send any message via a facsimile machine unless such message clearly contains, in a margin at the top or bottom
of each transmitted page or on the first page of the transmission, the date and time it is sent and an identification
ofthebusiness,other entity or individual sending the message and the telephone number of thesendingmachine
or such business, other entity, or individual.
Trademarks
Symantec, the Symantec logo, TalkWorks PRO, Cover Your Voice, WinFax PRO, Cover Your Fax, and
pcANYWHERE are trademarks of Symantec Corporation and its subsidiaries.
AOL is a registered trademark of America Online, Inc.
cc:Mail is a trademark of cc:Mail, a division of Lotus Development Corporation.
CompuServe is a registered trademark of CompuServe, Inc.
Corel WordPerfect is a registered trademark of Corel Corporation.
Intel is a trademark of Intel Corporation.
Microsoft, MS, MS-DOS, Word, Excel, and PowerPoint are registered trademarks, and Windows is a
trademark of Microsoft Corporation.
SatisFAXtion is a trademark of WildCard Technologies Inc.
TextBridge® OCR ©1994-96 Xerox Corporation. All rights reserved.
All other product names are trademarks of their respective owners.
01/00

iii
CONTENTS
About this Guide ....................................................................................6
Using the Online Help ......................................................................................................6
Getting Help in a Dialog ..................................................................................................7
Documentation Feedback .................................................................................................7
Introducing WinFax PRO Fax Sharing ....................................................8
System Requirements ......................................................................................................10
The WinFax PRO Program Group .................................................................................10
Starting and Exiting WinFax Programs ..........................................................................11
Installing WinFax for Fax Sharing
(Administrators Only) ...............................................................11
Setting Up a Fax Sharing Host Station ...........................................................................11
Installing WinFax on a Host Computer ..................................................................12
Enabling the Fax Sharing Host Feature ..................................................................12
Installing the Fax Sharing Client Automatically .............................................................14
Copying the Installation Files to a Network Drive ................................................16
Creating an InstallShield Silent Response File .......................................................17
Creating an Installation Script .................................................................................18
Starting the Scripted Installation .............................................................................19
Troubleshooting the Scripted Installation ..............................................................20
Installing the Fax Sharing Client Manually ....................................................................21
Modifying Fax Sharing Client Settings ...........................................................................22
Working With Faxes .............................................................................23
Sending Faxes ................................................................................................................. 23
How Faxes Are Sent ................................................................................................24
Monitoring Fax Status ..............................................................................................24
Receiving Faxes in Message Manager ............................................................................26
Troubleshooting ....................................................................................28

Contents
iv

5
WinFax PRO Fax Sharing
If you do not have a modem installed on your computer, you can still use
WinFax™ PRO to send and receive faxes. To do so, you must be attached
to a network, and there must be at least one computer with a fax capable
modem or similar communications device and WinFax installed. This
modem sharing feature in WinFax is called Fax Sharing.
If you are sending and receiving messages using a modem on another
computer, your computer is a Fax Sharing Client station. If you and others
in your office are sending and receiving faxes using the modem or device
on your computer, your computer is a Fax Sharing Host station.
This document describes how to use WinFax with the Fax Sharing feature.
Topics in this document include:
Q
information about using this document and the WinFax online
help
Q
understanding the Fax Sharing feature
Q
installing WinFax PRO for Fax Sharing (administrators only)
Q
sending and receiving faxes using the Fax Sharing feature
Q
troubleshooting

WinFax PRO Fax Sharing
6
About this Guide
While this guide contains instructions for the most basic Fax Sharing tasks,
the online help covers all features. Additional information on using the Fax
Sharing Host (that is, WinFax with a local modem or device) is provided in
the WinFax PRO User’s Guide, available in Adobe Acrobat format on your
WinFax installation CD.
Using the Online Help
The Help Topics dialog is the main entry into the WinFax online help and
contains links to both feature overviews and instructions for the most
commonly used features.
To open the Help Topics dialog:
1In Message Manager, click WinFax PRO Help Topics on the Help
menu. The Help Topics dialog appears.
2Select the help options you want to use.
Note: For more information about the Fax Sharing feature, look up “Fax
Sharing” in the online help index.
Click a book and display
the topics available
Use to quickly locate information
usin
g
a standard index
Use to search for words
in the online help

About this Guide
7
Getting Help in a Dialog
Many WinFax dialogs and windows contain a help button (in the upper
right corner) that you can use to display information about on-screen
components, such as commands and individual fields in dialogs.
To view the pop-up help for an on-screen component:
In a dialog, click the What’s This? button in the upper right corner,
then click any screen element. A pop-up appears over the element.
Documentation Feedback
Symantec is interested in your suggestions for improving both the print and
the online documentation for WinFax. We are interested in knowing what
works and what needs improvement. Did you find errors, omissions, or
confusing information? Tell us if you found information too difficult to find.
Tell us where you looked for information, and where you looked first.
Your feedback will help shape future versions of the documentation for
WinFax.
Help button
in upper ri
g
ht
corner of most
WinFax dialo
g
s
and windows
Help pop-up contains
information about
onscreen components
Help button

WinFax PRO Fax Sharing
8
To forward your feedback, use any of the following methods:
Q
Fax – Fax your comments to 1-416-441-0333 to the attention of the
Technical Publications Department.
Q
Postal letter – Send a letter to:
Symantec Corporation
Technical Publications Department
895 Don Mills Road, 500-2 Park Centre
Toronto, Ontario M3C 1W3 (Canada)
Introducing WinFax PRO Fax Sharing
WinFax turns your computer into a full-featured fax messaging
communications center. Using WinFax, you can send and receive fax
documents from your computer at any time.
WinFax sends and receives messages using a modem or related
communications device. For most WinFax users, the modem or device is
installed locally on their computer. However, if you do not have a modem
or device installed on your computer, you can still send and receive
messages by setting up your computer as a Fax Sharing Client station and
using the modem or device attached to the Fax Sharing Host station on
your network.
The Fax Sharing Host station is the messaging center for all Fax Sharing
Clients on your network. Using Fax Sharing Client, you can select the
documents you want to fax on your computer, assemble your fax in the
Send dialog, and then transfer the documents over the network to a Fax
Sharing Host to be faxed—all with a single click. Similarly, the Fax Sharing
Host receives messages for all users on your Fax Sharing network.
To retrieve faxes, you simply connect to the Fax Sharing Host Receive Log
and select the faxes that belong to you.
The following diagrams illustrate how the Fax Sharing Host handles all
sending and receiving activities for your Fax Sharing network.

Introducing WinFax PRO Fax Sharing
9
Client
Step 3:
When the Fax
Sharin
g
Host receives
a fax, the pro
g
ram
displays a dialo
g
to the
Fax Sharin
g
Client
showin
g
all the faxes
received. You can
retrieve your fax at that
time.
Step 1:
Prepare your fax usin
g
Fax Sharin
g
Client, then click
the Send button to send it to
the Fax Sharin
g
Host’s Outbox.
Step 2:
Fax Sharin
g
Client
sends your fax files to the
Fax Sharin
g
Host’s Outbox.
Step 3:
The Fax Sharin
g
Host
sends your fax when the host
modem or device is available.
If you scheduled your fax, the
Fax Sharin
g
Host waits until
that time.
Step 4:
Your fax is
received on the
destination fax device.
Client
Host with modem or
device
Destination
Sending Faxes
Step 4:
View and print your
fax usin
g
your Fax Sharin
g
Client.
Receiving Faxes
(Receive Log)
Step 1:
Someone sends
you a fax.
Host with modem or
device
Step 2:
The modem
or device receives
your fax and
transfers it to the Fax
Sharin
g
Host’s
Receive Lo
g
.
Originating
fax machine

WinFax PRO Fax Sharing
10
System Requirements
The Fax Sharing feature enables Fax Sharing Client stations to transfer faxes
across the network to and from the Fax Sharing Host station. To use the
Fax Sharing feature, you need at least one Fax Sharing Host station and
one Fax Sharing Client station on your network. Multiple Client stations can
connect to a single Host station at any one time (maximum 15 under
Windows 95/98, maximum 25 under Windows NT/2000).
The Fax Sharing Host station is any computer running WinFax with an
attached fax-capable modem or similar communications device that has
enabled the Fax Sharing Host feature.
The Fax Sharing Client station is any computer running WinFax that does
not have an attached modem or device and is set up for Fax Sharing with
the Fax Sharing Host.
The WinFax PRO Program Group
The table below describes the items included in the WinFax PRO program
group.
More information on using these items is provided in the online help and
the WinFax PRO User’s Guide.
Icon Program
Controller – Use the Controller to receive faxes at all times (even when Message
Manager is not running), to monitor current WinFax activity, and to quickly view
new faxes.
The Controller icon indicates that you are running in Fax Sharing mode by
displaying a “network node” graphic directly below the usual Controller graphic.
Install Directory – This is a shortcut to the WinFax installation folder.
Program Setup – Use Program Setup to configure and personalize your WinFax
installation, and to set up many of the main WinFax features.
Send New Fax – Use this command to open the WinFax PRO Send dialog so you
can send faxes without starting Message Manager.

Installing WinFax for Fax Sharing (Administrators Only)
11
Starting and Exiting WinFax Programs
The Message Manager is the main interface for sending faxes, for
organizing and storing messages, and for configuring your WinFax system.
Program Setup is the program you use to set up Fax Sharing and modify
your WinFax preferences. You can start these programs in a variety of
ways. For more information on alternate methods, look up “starting” in the
online help index.
To start Message Manager:
Click the Windows Start button, point to Programs, point to Symantec
WinFax, and then click WinFax Message Manager. Message Manager
starts.
To exit Message Manager:
On the File menu, click Exit.
To start Program Setup:
Click the Windows Start button, point to Programs, point to Symantec
WinFax, and then click Program Setup. Program Setup starts.
To exit Program Setup:
On the Program Setup dialog, click Close.
Installing WinFax for Fax Sharing
(Administrators Only)
You can install WinFax on one or more computers, depending on the type
of license you purchased. If you are installing WinFax on a single
computer, you can do so from the WinFax CD. If more than one person in
your organization is installing WinFax, your administrator may automate
the installation process using a scripted installation.
WinFax PRO Message Manager – Use WinFax PRO Message Manager to maintain
a list of all WinFax messages, and to create detailed reports about fax events.
Icon Program

WinFax PRO Fax Sharing
12
Setting Up a Fax Sharing Host Station
Your Fax Sharing network must have at least one Fax Sharing Host station.
If you have a modem or communications device attached to your WinFax
station, you can share your modem or device with other WinFax users on
your network when you enable the Fax Sharing Host feature. To set up
your WinFax station as a Fax Sharing Host, install WinFax to work with
your modem or device and then enable the Fax Sharing Host feature.
Installing WinFax on a Host Computer
The Setup program guides you through the installation process by prompting
you for information and automatically determining your system configuration,
modem or device setup, COM port location, and available disk space.
Note: To install WinFax under Windows NT/2000, your Windows NT/2000
account must have administrative privileges.
To install WinFax on a host computer:
1Insert the WinFax installation CD into the CD-ROM drive.
2Click the Windows Start button, and then click Run. The Run
dialog appears.
3In the Open field, type ...
<drive and path>\SETUP.EXE
… where “drive and path” is the CD ROM drive containing the
WinFax installation CD or the location of the WinFax installation files
on the network.
4Click OK. The Setup program starts.
5Follow the instructions on the screen. Click Next to proceed.
6When the Modems And Communications Devices panel appears,
click your modem or device in the list and click Next.
7Follow the instructions on the screen. Click Next to proceed.
8On the final wizard panel, click Finish.
9After the installation is complete, enable the Fax Sharing Host
feature (see “Enabling the Fax Sharing Host Feature”, next).
10 Assist WinFax users in installing WinFax on client computers (see
“Installing the Fax Sharing Client Automatically” on page 14 and
“Installing the Fax Sharing Client Manually” on page 21).

Installing WinFax for Fax Sharing (Administrators Only)
13
Enabling the Fax Sharing Host Feature
To allow Fax Sharing Clients to receive voice messages and send and
receive faxes using the host computer, you must first enable the Fax
Sharing Host feature and then enable automatic reception.
To enable the Fax Sharing Host feature:
1If your Host computer is running under Windows 95/98, proceed
to Step 2. If your Host computer is running under Windows NT/
2000, create an account on the Fax Sharing Host for each Fax
Sharing Client workstation (see your Windows NT/2000
documentation).
Note: Use the same user name and password that the client uses
on their own workstation.
2Start Program Setup (see page 11).
3In the list, double click Fax Sharing Host. The Fax Sharing Host
Properties dialog appears.

WinFax PRO Fax Sharing
14
4Click the General tab.
5Enable Use This WinFax PRO Station As A Fax Sharing Host.
6If you want to protect the Fax Sharing Host station with a
password, enable Use Password then type a password in the
Password field.
7In the Host Computer Information section, type the appropriate
information.
8In the After Sending Client Events section, click the option that
best describes what you want WinFax to do with messages that
Fax Sharing Client users send and receive through your computer.
9Enable automatic reception by doing one of the following:
Q
Using the Controller – Right click the Controller icon in the
Windows taskbar and enable Automatic Receive on the menu
that appears.
Q
Using Message Manager – On the Receive menu, enable
Automatic Receive.
Installing the Fax Sharing Client Automatically
To automate the installation process, you can use a scripted installation. A
scripted installation installs WinFax using the settings contained in two
files: an InstallShield silent response file (SETUP.ISS) and a script file
(WFSCRIPT.SPT). The InstallShield silent response file contains all options
you would normally specify during the WinFax installation. The script file
contains options that you would configure after installing WinFax (for
example, the modem or communications device you want to use).
The following flow chart illustrates the scripted installation process including
the preparatory steps and how to run the scripted installation. For step-by-step
instructions on how to use the scripted installation feature, see the procedure
following the flow chart.

Installing WinFax for Fax Sharing (Administrators Only)
15
Note: More information on using a scripted install is provided in the
Multiple Installation Guide, available in Adobe Acrobat format
(WFSCRIPT.PDF) in the “Docs” folder on your WinFax installation CD.
To install Fax Sharing Client using a scripted install:
1Set up a Fax Sharing Host station. See “Setting Up a Fax Sharing
Host Station” on page 12.
2Copy the WinFax installation files to a network drive that is
accessible to all users who will install WinFax on their computers.
See “Copying the Installation Files to a Network Drive” on
page 16.
3Create an InstallShield silent response file (SETUP.ISS) that you can
use as an installation template. See “Creating an InstallShield Silent
Response File” on page 17.
Copy files to network (see page 16)
Copy the installation files to a shared
network directory.
Shared
network
directory
On the Fax Sharing Client computer, run the Setup program
from the shared network directory using the “-s” command
line parameter. In the Run dialog, type:
<network path> SETUP.EXE -s
Start Here
WinFax CD
Script files (see page 18)
Copy the script file (WFSCRIPT.SPT)
to the shared network directory.
Fax Sharing Client
Installation
Silent response file (see page 17)
Copy the silent response file (SETUP.ISS)
to the shared network directory.

WinFax PRO Fax Sharing
16
4Create an installation script file (WFSCRIPT.SPT) containing the
appropriate installation options. See “Creating an Installation
Script” on page 18.
5Copy both the InstallShield silent response file (SETUP.ISS) and the
installation script (WFSCRIPT.SPT) to the Disk1 subdirectory of the
network directory containing the WinFax installation files.
6Instruct users to install WinFax using the silent response file and
installation script. See “Starting the Scripted Installation” on
page 19.
7Have each user modify their settings, as required (select their
shared mailbox, change greetings, and so on). See “Modifying Fax
Sharing Client Settings” on page 22 and “Installing the Fax Sharing
Client Manually” on page 21 for more information.
Copying the Installation Files to a Network Drive
With a scripted installation, all users install WinFax from a network drive.
To prepare for the scripted installation, you must copy the WinFax
installation files from the WinFax installation CD to a network drive.
Note: All users who will install WinFax must have network access to the
network drive containing the WinFax installation files.
To copy the installation files to a network drive:
1Start Windows.
Note: To install WinFax under Windows NT/2000, your Windows
NT/2000 account must have administrative privileges.
2Insert the WinFax installation CD into the CD-ROM drive. The
WinFax AutoRun program starts.
3Click the Exit button to return to your Windows desktop.
4Start Windows Explorer.
5Locate the WinFax directory on the WinFax installation CD.
6Copy the contents of the WinFax directory and all subdirectories to
a network drive that is accessible to all users who will install
WinFax.

Installing WinFax for Fax Sharing (Administrators Only)
17
Creating an InstallShield Silent Response File
WinFax uses the InstallShield program. To perform a scripted install,
InstallShield requires you to create a silent response file (SETUP.ISS). You
can create a silent response file by running the Setup program with the “-r”
command line parameter. This parameter instructs the Setup program to
record all of your selections in a silent response file (SETUP.ISS) that you
can later use as an installation template for other WinFax installations.
Note: These installation options will apply to all users who install WinFax
using the scripted installation. When users perform a scripted installation,
the Setup program uses the recorded responses from the SETUP.ISS file. It
will also move through the installation screens at the same pace as you did
when you created the original SETUP.ISS file.
To create an InstallShield silent response file:
1Set up your computer exactly as user computers are set up.
Remove any previous installation of WinFax.
2Click the Windows Start button, and then click Run. The Run
dialog appears.
3In the Open field, type ...
<path>\SETUP.EXE -r
… where “path” is the network drive and directory containing the
WinFax installation files.
4Click OK. The Setup program starts.
5Follow the instructions on the screen. Click Next to proceed.
6On the final panel, click Finish. Setup installs WinFax on your
computer and creates an InstallShield silent response file (*.ISS) in
your Windows directory.
7Open the silent response file (SETUP.ISS) located in your Windows
directory in a text editor such as Notepad.
8Locate the [SetupType-0] section.
9Check for the “szDir=” line. Do one of the following:
Q
Line exists and a drive and directory specification appear after
the equals (=) sign – Proceed to step 10.
Q
Line does not exist – Proceed to step 10.
Q
Line exists and nothing appears after the equals (=) sign –
Locate the “szExeDir” entry earlier in the file and copy its value

WinFax PRO Fax Sharing
18
(that is the drive and directory specification) after the equals
sign in the “szDir=” line and proceed to step 10.
Note: You must edit the silent response file (SETUP.ISS) before
you can run a scripted installation.
10 Save the file and exit Notepad.
11 Copy the file to the Disk1 subdirectory of the network directory
containing the WinFax installation files.
Creating an Installation Script
If an installation script is included in the Disk1 subdirectory of the network
directory containing the WinFax installation files, users can use a scripted
installation to bypass many of the configuration tasks they would normally
perform after installing WinFax (for example, setting up the modem or
device they want to use). This scripted installation installs WinFax on a
local computer as a Fax Sharing Client station.
To create a Fax Sharing Client installation script:
1In a text editor (such as Notepad), open the sample script file,
WFSCRIPT.SPT, included in the WinFax\DISK1 directory on the
WinFax installation CD.
The sample script file contains all possible installation options and
“commented” text that explains the available options.
2Save the file on your hard drive.
3Using the sample file as a template, specify the options for your
Fax Sharing Client station. Do the following:
aIn the [GENERAL] section, specify the appropriate installation
directory and type.
bIn the [LOCATION] section, specify the appropriate dialing
instructions.
cIn the [STANDALONE] section, set STDALONE=0.
dIn the [WFXIFSETUP] section, set WFXIFID=WPP.
eIn the [MODEMS] section, set USEHAL=1 and HAL=2.
fIn the [WPP SETTINGS] section, identify the Fax Sharing Host
station you will be using, the operating system on which the
Fax Sharing Host station is running, the Fax Sharing Host
password (if it exists), and whether you want to check for new
messages when you start WinFax.

Installing WinFax for Fax Sharing (Administrators Only)
19
Note: The sample script file also contains information for other
modems and communications devices. Do not delete those entries.
4Save the updated file.
5Copy the file to the Disk1 subdirectory of the network directory
containing the WinFax installation files.
Starting the Scripted Installation
The Setup program guides you through the installation process by prompting
you for information and automatically determining your system configuration
and available disk space. Depending on the options predefined in the
InstallShield silent response file and the installation script file, users may or
may not be prompted for additional information after they start the WinFax
Setup program.
Note: To install WinFax under Windows NT/2000, your Windows NT/2000
account must have administrative privileges.
To prepare for the scripted installation (administrators only):
1Set up a Fax Sharing Host station (see page 12).
2Copy the WinFax installation files to a network drive (see
page 16).
3Create an InstallShield silent response file (see page 17).
4Create an installation script for the Fax Sharing Client stations (see
page 18).
5Copy both the InstallShield silent response file (SETUP.ISS) and the
installation script (WFSCRIPT.SPT) to the network drive containing
the WinFax installation files.
6Instruct users to install WinFax using the response file and
installation script (see the next section).
To install WinFax on a client computer (scripted install):
1Ensure that all preparations have made for the scripted install (see
the preceding procedure).
2Start Windows.
3If you are installing on a Windows NT/2000 computer, log on to
Windows NT/2000 using an account with administrative privileges.

WinFax PRO Fax Sharing
20
4Click the Windows Start button, and then click Run. The Run
dialog appears.
5In the Open field, type ...
<network path>\SETUP.EXE -s
… where “network path” is the location of the WinFax installation
files on the network.
6Click OK. The Setup program installs WinFax.
7After the install is complete, restart the computer.
8Start Message Manager (see page 11).
9On the Receive menu, click Automatic Receive.
Troubleshooting the Scripted Installation
The scripted installation creates a log file called “SETUP.LOG” in the
directory containing the WinFax installation files. If you do not have write
access to that directory, SETUP.LOG is saved in your Windows directory. If
the scripted installation does not work properly, open SETUP.LOG in a text
editor such as Notepad and check for the response code in the
[ResponseResult] section. The table below lists the possible error codes.
Result Code Meaning
0 Scripted install was successful.
-1 General error.
-2 Invalid mode.
-3 Required data not found in the SETUP.ISS file. This result code
appears when you did not edit the silent response file after it was
created (see “Creating an InstallShield Silent Response File” on
page 17).
-4 Not enough memory available.
-5 File does not exist.
-6 Cannot write to the silent response file.
-7 Unable to write to the log file.
-8 Invalid path to the InstallShield silent response file.
-9 Not a valid list type (string or number).