Fax Integration with 4-Sight Fax and FaxIT+
By Clint Roberts <clint@filemakermagazine.com>
RATING: Intermediate
VERSION: FileMaker 5
PLATFORM: Macintosh & Windows
TECHNIQUE FILE: FaxIT+MiniDemo.FP3
As a FileMaker Pro developer, I have several items on my wish list. For starters, I've been wishing for a cross-platform, client-server, multi-line fax solution.
Currently, adding fax capabilities to FileMaker databases may require an investment of twice the development time, and twice the amount of hardware and software costs. Furthermore, if you choose to rely on stand-alone fax solutions, your hardware and software costs might escalate further with variable expenses including fax software, a fax modem, and access to a phone line per modem. And, finally, while there are stand-alone and client-server solutions, none are cross-platform.
Fortunately, I will soon be able to check this item off of my wish list!
Welcome to The Future with 4-Sight Fax 5
By early Fall 2001, the FileMaker Community will be introduced to the first and only cross-platform, client-server, multi-line fax solution <http://www.4sightfax.com>.
With the release of 4-Sight Fax 5, the updated version will build upon the numerous fax features in 4-Sight Fax 5 by:
1. Providing a Carbon-based Client and Server for Mac OS 9 and Mac OS X. This approach will allow Mac OS 9 and Mac OS X users to take full advantage of changes to the product.
2. Providing a Windows Client. Windows integration with 4-Sight Fax will no longer be an afterthought. Full native integration with the Windows operating system.
3. Adding TCP/IP protocol to the Server and Client. Now companies with multiple locations can send faxes to a centralized multi-line fax server via the Internet.
4. Exploring possibilities to build 4-Sight Fax linking directly into FileMaker Pro.
Soon you will be able to integrate your FileMaker Pro Mac OS and Windows clients with one client-server solution with 4-Sight Fax 5. Certainly a developer's dream come true!
While 4-Sight Fax 5 is still a few months off, given the enormous implications for the FileMaker Community, I thought it would be wise to spend some time looking at the currently available 4-Sight Fax 4 solution.
Welcome to the Present with 4-Sight Fax 4
I began my journey with 4-Sight Fax in 1997 when 4-Sight Communications owned the software. I was amazed by the stability, superior fax quality, and line expandability of the product. It was also very easy to integrate 4-Sight Fax with my FileMaker Pro database system - which mirrored my fast-paced marketing workflow.
I was soon disheartened when WAM!NET bought the software and, while still releasing maintenance updates, seemed uninterested in adding new features, or even selling the product. Numerous calls and emails to WAM!NET went unanswered - and yet they never pulled the plug on the product.
It was with great excitement and anticipation that I received the November 2, 2000 Press Release announcing Soft Solutions acquisition of 4-Sight Fax. Shortly after, Soft Solutions, Inc. released 4-Sight Fax 4.1, adding full Mac OS 9 compatibility to the client-server fax solution.
Current 4-Sight Fax 4.1 features include:
- Send and receive faxes from the Mac OS Finder
- Easy to use drag and drop faxing
- Fax documents from any Macintosh application
- Enhanced quality, 256 grayscale faxing
- AppleScript, 4D, and WebSTAR integration
- E-Mail compatibility (QuickMail, Quarterdeck Mail, Microsoft Mail)
- Enhanced security - user log-in and privileges
- Server expandable from 1 to 12 channels (50 to 600 pages per hour)
- Server based address book
- Automatic notification of fax transmission
- Automatic retry if number busy
- Scheduled sending (reduced cost faxing in off-peak hours)
- Fax broadcasting
- Comprehensive accounting and archiving
- Customizable billing fields
- Automatic or manual printing of received faxes
- Multiple customizable cover pages
- Seamless compatibility with major OCR packages
- Automated inbound routing using a DID (direct to desktop) router
- Optional PC Link Windows® client software
4-Sight Fax supports Class II modem devices only. While some see this as a limitation of the client-server, I view it as a very smart programming decision. Class II modems require less hand-holding by the server. Thus, more system resources can be used to handle document imaging and multiple lines. The following are supported modems (although word on the street is that the modem included in newer model G3 and G4 desktops works): FlexFax Ultra, Hayes Accura, Hayes Optima , High Tide 7000, MultiTech MT932, MultiTech MT1432, MultiTech ZDX, Prometheus UHO, PSI COMstation V, SupraFax, SupraSonic, U.S. Robotics Courier, and Zoom.
Although 4-Sight Fax handles outgoing faxes excellently, it is also capable of routing inbound faxes. Using a DID router, faxes can be routed to the desktop of an intended recipient. So much for having to get up to the fax machine and sort through papers to find your fax!
FaxIT+ by envisiScript Technologies, Inc.
4-Sight Fax ships with a Scripting Addition called "4-Sight Developer API". Using this Scripting Addition, you can write AppleScripts to enable FileMaker Pro integration. While sample AppleScripts that integrate with a FileMaker Pro database is shipped with 4-Sight Fax, most users will want to add to them.
If you would prefer to not write a custom AppleScript to suit your needs, envisiScript Technologies, Inc.'s FaxIT+ can help <http://envisiScript.com/FaxIT+.html>. In fact, FaxIT+ can take you very far on your road to FileMaker Pro fax integration.
FaxIT+ adds the following integration capabilities:
1. A unified Address Book plug-in for FileMaker Pro and NowContact.
2. Ability to send one or more layouts to a custom selected contacts list.
3. Ability to include multiple documents in faxes.
4. Broadcast personalized flyers and customized reports.
5. Error detection and logging.
With FaxIT+, you literally get a one-button solution!
To illustrate FaxIT+'s ease-of-use, I have included a technique file called, "Fax Contacts.FP3". In order to use this technique file, you will need to download, install and configure 4-Sight Fax from <http://www.4sightfax.com>. While you are in the downloading mood, point your browser to <http://envisiScript.com/FaxIT+.html> and download the FaxIT+ demo.
Fax Contacts.FP3 focuses on simple integration of one-button faxing from FileMaker Pro, using a Memo form. I have purposefully diluted what FaxIT+ has to offer in my technique file in order to study what one-button faxing looks like. As mentioned above, FaxIT+ offers a number of excellent features.
Using Fax Contacts.FP3 couldn't be simpler:
1. When you launch Fax Contacts.fp3, it automatically takes you to the Setup layout. Fill in your company or personal information. This information will be used in the each fax memo that you send. Click Continue.
2. Add Contacts to this database by clicking the "New Contact" button.
3. Delete Contacts from this database by clicking the "Delete Contact" button.
4. Click the Fax icon near the Fax field to go to the Fax Memo layout.
5. Fill in a Subject and Memo text.
6. You may also choose a Cover Page number to include. The Cover Page number correlates to the Public Cover Page that is shared by all 4-Sight Fax users. The information you filled out on the Setup layout will automatically appear on the Cover Page that is sent. If you wish to edit your Company/Personal information, simply choose the Setup layout from the Layout Bar.
7. Once you have finished filling out your memo, click the "Fax!" button.
8. You will be guided automatically through the remaining steps.
When the "Fax!" button is clicked, the following tags are sent to the FaxIT+ application:
F-FaxNumber#
N-FirstName|LastName#
Priority-Priority#
C-Company#
S-Subject#
M-Message#
CP-CoverPage#
iDial#
That is, the tag "F" is sent to FaxIT+ with the field value from FaxNumber, the tag "N" is sent to FaxIT+ with the concatenated value from fields FirstName and LastName, etc. Finally, the command to send the fax is sent "iDial".
Conclusion
In fact, there are multiple ways to integrate FileMaker Pro and 4-Sight Fax: FaxIT+ by envisiScript Technologies, Inc., 4Sight by Tribord http://www.tribord.fr/4Devp.html, and AppleScript. In this article we looked in detail at what FaxIT+ has to offer. Soon we will take a look at what 4Sight and AppleScript has to offer.
As an enthusiastic user of 4-Sight Fax for four years, I fully recommend this product. If you need FileMaker fax integration in your Mac OS environment immediately, take a serious look at 4-Sight Fax and FaxIT+ today.
Next on my wish list? Native 4-Sight Fax integration with FileMaker. :-)
Happy FileMaking!
Clint Roberts is the Senior Technical Editor for ISO FileMaker Magazine. Email him at <clint@filemakermagazine.com>.