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NetCFax Pro (and PRO+) provide what we
have chosen to call departments as a way to allow more controlled access and
processing of both outgoing and received faxes for groups of people, rather than just for
individuals.
Departments are a potentially
very powerful feature of NetCFax, so we believe it is well worth
your spending a few moments reading the information provided here
so that you fully understand what they are capable of offering to
your fax system.
In a similar way to any large
organization, the departments system in NetCFax Pro relies on you
having more than a single incoming phone line/#, much as would be
the case if each physical department had their own phone lines and
fax machines.
You already know that NetCFax can
handle more than one or two modems, and the NetCFax system lets you
(fairly logically ?) assign each modem/phone line to a different
named "department".
To create a department is very
simple. First go to the Network -
Maintain departmental settings menu option. The window that
will appear is shown below. (in this example we have two modems installed on this server, but you
will
see all your modems listed in the center list)
Next click the Add Department button and enter a name for this
department, and click Save. (we already have departments
named "Sales" and "Test" created)
Next you select the COM port/Phone
line you want to associate to this department from the central
list. (We have of course selected COM PORT 3 in the highlighted
item)
If you have the option to
"print all received faxes" enabled on the main received
faxes configuration window, you can select the same as the default
printer, or a different printer in
the "Print to" list. doing so lets you control which of the
COM ports WILL and WILL NOT have the faxes received by them
printed. To stop the auto printing of faxes received on any
specified departmental COM port, all you do is to select the "<No
departmental printing>" option as shown in the drop down list of
printers. Otherwise select whichever printer you want the
received faxes to be printed out on for this department. If you
elect to not have faxes printed by a departmental printer, they
WILL NOT be printed at all. In other words, each department
settings are unique and overrule the standard default
printer. Naturally if faxes are received on COM port
that has not been assigned to an department, those faxes will
still be printed to the standard printer defined in the NetCFax
server.
Finally, click
the Save Assignment button. The new assignment will
be added to the list on the right automatically. If you want
to change the printer for any department at any time, just select a
printer from the drop down list and click "Save assignment"
again.
With the release of 3.00.7, we
have also provided an option to allow you to specify a folder that
will contain copies of all PDF copies of the faxes received or
sent on
that same phone line / Department (assuming you have the option to auto create
PDF copies enabled on the main received faxes configuration window
that is). This folder will be used for PDF copies
of both received and outgoing faxes if you have the departmental
Send option enabled. This means that each department you have set up
can maintain it's own folder of PDF copies of incoming and
outgoing faxes, totally
independent of the other departments, and of the default PDF folder.
If a PDF copy is saved in a specific departmental folder, it is
then NOT SAVED in the standard PDF folder as well.
So what is the point of
creating these departments ?
That's quite easy to answer, and
it is because thy can provide a very powerful control over how received faxes
can be accessed by any of the fax clients. Each NetCFax login
account can, if so desired, be assigned to any department you may
have created. If so, and even if their personal NetCFax login account access rights do NOT allow them to view received faxes, all members of this department will
still be able to view all received faxes that were received on
the COM port/phone line that is assigned to that department.
As an example, lets assume we
have a NetCFax login account name of "John Williams",
who has the default "Individual" access rights, which
means he has no access at all to received faxes. But we know
we
have a
department named "Sales" for the modem connected to
COM3, and a department named "test" for the modem
connected to COM7, and both are configured to receive faxes
as well as sending them).
So now, if we change the login
account for "John Williams" or any other account that
does not have standard access to received faxes, and assign it to our
department named "Sales", that is assigned to COM3, not
only he, but also all other members of this department will be able to view all of the faxes received via the modem
attached to COM3, but THEY WILL NOT be able to view any that were received by the
other modem on COM4, as only members of the "Sales"
department can view them. In fact, as a bonus, you have the
option on the login accounts configuration window to Block access
to all departmental received faxes on all accounts that are
members of a department, which allows you even more flexibility in
the control you have over access to the received faxes.
The second nice feature with departments is
that they allow each department to have faxes auto printed on a specified
printer if that option is set. This allows
"Sales" (who receive the faxes that arrive on COM3) to have
their faxes printed out on a printer in their own offices, whereas the faxes sent to
the "Test" department (who use COM7) will be
printed on whatever printer they may have selected. It also lets you specify
<No departmental printer> which means faxes received on that
COM port are NOT automatically printed at all, even though default
printing of these faxes is enabled.
The Department settings override
any other printer configuration options.
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