Multi-Tech Systems FaxFinder x30 Series Fax Cover Page Creation Walkthrough - MultiTech/FaxFinder Cover... · 2012-09-12 · Multi-Tech Systems FaxFinder Cover Page Creation Walkthrough

Multi-Tech Systems FaxFinder Cover Page Creation Walkthrough 1

Multi-Tech Systems FaxFinder x30 Series Fax Cover Page Creation Walkthrough

Using FaxFinder Firmware Version 2.1.0 and Adobe Acrobat Pro 8 FFx30 series FaxFinders include the FF130, FF230, FF430, and FF830


FaxFinder Cover Page Creation Guide for Acrobat 8xx S000502A, Rev. A, 1/21/2011

Copyright © 2011, by Multi-Tech Systems, Inc. This publication may not be reproduced, in whole or in part, without prior expressed written permission from Multi-Tech Systems, Inc. All rights reserved. Multi-Tech Systems, Inc. makes no representations or warranties with respect to the contents hereof and specifically disclaims any implied warranties of merchantability or fitness for any particular purpose. Furthermore, Multi-Tech Systems, Inc. reserves the right to revise this publication and to make changes from time to time in the content hereof without obligation of Multi-Tech Systems, Inc. to notify any person or organization of such revisions or changes. Check Multi-Tech’s web site for current versions of our product documentation.

Patents This device covered by the following patents: 6,031,867; 6,012,113; 6,009,082; 5,905,794; 5,864,560; 5,815,567; 5,815,503; 5,812,534; 5,809,068; 5,790,532; 5,764,628; 5,764,627; 5,754,589; D394,250; 5,724,356; 5,673,268; 5,673,257; 5,644,594; 5,628,030; 5,619,508; 5,617,423; 5,600,649; 5,592,586; 5,577,041; 5,574,725; D374,222; 5,559,793; 5,546,448; 5,546,395; 5,535,204; 5,500,859; 5,471,470; 5,463,616; 5,453,986; 5,452,289; 5,450,425; D361,764; D355,658; D355,653; D353,598; D353,144; 5,355,365; 5,309,562; 5,301,274, 6,219,708. Other patents pending.

Trademarks Multi-Tech Registered Trademarks: FaxFinder, Multi-Tech, and the Multi-Tech logo. All other products and technologies are the trademarks or registered trademarks of their respective holders.

World Headquarters Multi-Tech Systems, Inc. 2205 Woodale Drive, Mounds View, Minnesota 55112 Phone: 763-785-3500 or 800-328-9717 Fax: 763-785-9874 www.multitech.com

Contacting Multi-Tech Support Online Support Portal: https://support.multitech.com In order to better serve our customers, manage support requests and shorten resolution times, we have created the online web portal allowing you to submit questions regarding Multi-Tech products directly to our technical support team. Get answers to your most complex questions, ranging from implementation, troubleshooting, product configuration, firmware upgrades and much more. To create an account and submit a Support Case on the Portal, visit support.multitech.com.

Knowledge Base and Support Services: www.multitech.com/support.go The Knowledge Base provides immediate answers to your questions and gives you access to support resolutions for all Multi-Tech products. Visit our support area on the website for other support services.

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Adobe Acrobat Professional is one of many applications which you might choose to create a cover page with for the FaxFinder FFx30 series. This document illustrates how to create a cover page for the FaxFinder originating from a Microsoft Word document.

Your cover page could be converted from applications other than Microsoft Word or scanned into the computer from your scanner and then converted to PDF by Adobe Acrobat.

Advantages to using Adobe Acrobat over other applications: You may already have your current cover page template saved on the computer. All you will need to do is open you current cover page in Adobe Acrobat and add Form Text Fields. If your cover page is not already on the PC, you can use applications you are familiar with to create the cover page such as Microsoft Word for page layout. Other applications such as Open Office or Scribus will require you to create the document from scratch which requires you to learn how unfamiliar applications.

To follow the steps in this document you will need Adobe Acrobat PDF editing software such as Adobe Acrobat Pro.

Within Adobe Acrobat you will be creating a PDF from your cover page document or scan of your current cover page document. You will then be adding form text fields to the document and naming the fields to match the names listed below. Once done you save and upload your PDF cover page into the FaxFinder. When the cover page is used in a fax the FaxFinder will fill in the appropriate form fields (as long as they are formatted correctly and the document is saved in correct PDF version 1.4).

Text Field Names and Descriptions Below are the names recognized by the FaxFinder x30 family of products which you will enter into your document. Please ensure your document's Text Fields match these titles exactly. The format below is Exact Name (Description) – please do not include any of the description in the field name.

• date (Date and time now) • rcpt_name (Name of recipient) • rcpt_fax (Fax number of recipient) • rcpt_phone (Phone number of recipient) • rcpt_org (Organization of recipient) • sender_name (Sender name) • sender_org (Organization of sender) • sender_fax (Fax number of sender) • sender_phone (Phone number of sender) • sender_email (Email address of sender) • pages (Number of pages without cover page) • pages_with_cover (Number of pages with cover page) • pages_without_cover (Number of pages without cover page) • subject (Subject of fax) • comments (Extra comments) • optout_fax (Opt-out notice fax number) • optout_phone (Opt-out notice phone number) • optout_costfree (Opt-out notice email or toll free number or Website)


1. We are starting with a cover page which was originally a Microsoft Word 2007 Fax Template which was modified in Word by adding a custom image and text. Once you have your document laid out in the application save the document and the close the document.


2. Open Adobe Acrobat. Then select Create PDF, and then select “From File”.


3. Select the file which you are creating the PDF cover page from and select open.

In this example it is a Microsoft Word document.


4. Adobe Acrobat will open the document in the original application and create a PDF file.


5. When imported the document will look very much like the original document, but now will be in PDF form. You need to add Form Text fields into the document. If the Adobe Form Toolbar is not visible, you will need to select View on the menu, then select Toolbars, then select forms. To add a field, select the Text Field Tool icon from the menu.


6. After selecting the Text Field Tool click on document with mouse and drag your mouse and draw a rectangular field on the document. Let go of left mouse button when the field is the size you desire. You can resize the field later if desired. In the example below, a box was drawn in the “To” field.


7. When you let go of the mouse the text field properties box appears. We must change the name of this text field to match a FaxFinder field name. The correct field name for the “To” field would be rcpt_name. Other field names are listed at beginning of this document.


8. Here is the Appearance tab of Text Field Properties. It is important for the Font Size to be a fixed font size and not be set to auto. On this screen a font style can be selected. Generally it is best to stick with a basic font style which is easy to read.


9. Here is the options tab of Text Field Properties. You want the options to appear as indicated below. The only exception is when creating the comments field you need to select Multi-Line. The other tabs can be left alone.


10. Repeat steps 6 - 9 above for the remaining Text Fields until they are all configured. Resize boxes as needed. When they have all been created you should have a document which looks similar to this.


11. To preview the positioning of the Text Field forms from the form menu, select the Preview Icon as shown below. This icon is a sheet of paper with glasses.


12. Put your mouse cursor in each form field and press letters on your keyboard. This will give you a better sense of positioning of the form fields in relation to the other text fields already on the document. After typing letters into the fields, select the Edit Form icon from Form Menu which is represented by the sheet of paper with a pencil.


13. Select a box with your mouse and move it higher or lower to a position which you desire. You may find it easier to select box with your mouse and then use arrow keys on the keyboard to position the box more precisely. You may desire to toggle back and forth between Preview Mode and Edit Mode as you position the boxes.


14. Prior to saving this document, check all the fields in steps 6-9 to make sure they have not been reset or changed during the editing process. If they have changed, then change them to be the correct values. Although not illustrated in the example below, it is also advisable to go into edit mode and clear out all the text you typed into the form fields prior to saving.

Saving the document for the first time is a multi-step process. First select File, then Save, and save the document to a location on your computer.


15. Now select File, and then select “Save As...” from the menu.


16. When the Save As box appears select Save as type: Adobe PDF files Optimized from the pull down menu.


17. Click on the “Settings...” button in the lower right of the Save As dialogue box.


18. We must make the file compatible with PDF version 1.4 which is equivalent to Acrobat version 5.0. This is required for the cover page form fields to work in the FaxFinder. Once Acrobat 5.0 is selected, click OK.


19. Select Save and rename file if desired or overwrite the original PDF file name you created moments earlier.


20. To upload your PDF file into your FaxFinder, login to the FaxFinder in your web browser. Select Fax Configuration from top menu and then select Cover Pages from left menu, then click the Add link in the Cover Pages screen.


21. Browse to the location of your cover page, select the cover page, and then select open.

22. Click on Add to add/upload the cover page to the FaxFinder.


23. The Cover Page should now be listed. If you failed to save the document in PDF version 1.4/Adobe 5.0 you may receive an error message indicating PDF must be saved as version 1.4. If this occurs you will need to open PDF file in Adobe Acrobat and follow steps 15-19 of this document. You now can test this PDF document by sending out a Fax.

Troubleshooting:

1. Each time you save make changes to the original PDF file you must select Save As in order to save the document in PDF version 1.4/Acrobat Version 5.0.

2. If received fax has form fields empty verify the Text Field fonts are a fixed font size (not auto).

3. If received fax has form fields empty verify they are named correctly.

4. If received fax has form fields empty try different font types.

5. We have seen occasions in Adobe Acrobat where you make changes to Text Fields, close them, only to find out Adobe did not save the changes you made. A workaround for this issue is to change to form field. Prior to closing click another text field tab. Then click the tab you previously made the change on; then select close.

6. You can edit text fields by double clicking them or right clicking them and selecting properties. Be aware the text fields like to move around when they double clicked. You may need to reposition them to align them again.

7. If you have downloaded an existing FaxFinder PDF document you can open it in Adobe Acrobat and select edit form. You can then highlight the form fields, copy them, and then paste them into your document. You may still need to open each field and check settings to verify they are set correction and not getting reset by Adobe in the copy and paste process.

8. Adobe Live Cycle form editor is not support as it uses Java and XML in PDF file creation. Form fields must be created in Adobe Acrobat using the Form Fields.

Documents

Multi-Tech Systems FaxFinder x30 Series Fax Cover Page Creation Walkthrough - MultiTech/FaxFinder Cover... · 2012-09-12 · Multi-Tech Systems FaxFinder Cover Page Creation Walkthrough