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hello my name is doug clayton with westfacts today i'm going to demonstrate how to send a broadcast fax a couple things you need to send the broadcast facts first you need the document you're going to send pdf tiff word document whatever you need a list the list needs to be in csv format and i'll tell you what that is in a second and you need a westfax account which you can get by going to westfacts.com and signing up for broadcast fax let's go look at our documents real quick make sure everything in order so for this facts job i'm going to have two documents i'm on our cover page and i'm going to have a actual document in the body so cover page i have a 2 fax account number and a date these fields are all empty i'm going to populate this based on the list and i'll show you how to do that using merge so we're good here let's go look at our other document make sure it's all squared away okay good so there we are excellent and then i have a list so for the list a lot of people build their list in excel and that's fine but when you actually want to use it on our platform you need to save it as a csv file really easy to do you just hit file save a copy i'm going to leave the file name the same but instead of excel i'm going to change it to csv utf-8 and then hit save okay perfect it's going to give you a little message that's fine sometimes you have to save it twice but it's already there so we're good to go okay excellent go ahead and close that there's our new list all right let's get started go to westfacts.com i'm gonna log in what you'll see here is some metadata about your account and there'll be button here that says new fax order that's what we want to hit so let's click that we're going to put in a job name for today i'm just going to type test i'll do test three because it's the third time i've done this and then if you have a po number billing code you want to have you can do that let's hit next all right so first thing we want is your document what are you going to be faxing you can fax just one document if it's just one pdf or one word document that's great otherwise you have multiple documents in our case we're going to select upload multiple you have two choices here text or images if it's more text heavy just leave it text and this is the default if you have a lot of images and graphs and charts you might want to switch over to images but we're going to leave it for text i want to select my file here break up document it's going to render it into a tiff file and give us the thumbnail all right there we go and i'm going to go get the cover page here too let's get this both of these documents again it's gonna do something called tiffing all right well you know i want the cover page to be first so i'm gonna go ahead and hit this little blue arrow change the order right perfect and you can preview it too you can look at it if you'd like so okay there we go looks good all right okay next step and now we have our list so we're going to upload a list if you use this service before you can actually save your list if you use them over and over again i don't have that so i'm going to go ahead and pick the list that i saved there we go and give it a name it's going to call this test3 there we are and hit upload all right in the next page we're going to give you kind of a preview of your list if you have a lot of records in here we're not going to show you all of them we'll just show you the first 10 or so so we have a column of first name email account and fax number fax number is the only one that is required but a lot of people like to merge things in or have additional data so um but you have to have a fax number do we have a fax list in the header row yes we do there's our header row so we'll leave that as yes and then what kind of delimiter is it we auto detect but uh this is a comma so we're going to leave that as comma let's go ahead and hit next all right so next we're going to ask you some questions about the list where is the fax number well pretty easy it's in the fax number field for the fax header value do you want to have a mapped header do you want to put something from your list on the top or do you want to use a global header you know something generic or no header at all i'm going to use a map header i'm going to put the email address right there on the top of each fax and then for reference fields these are useful so when your job is over you're going to get a report and the email and if there's a couple that didn't go through for whatever reason you might want to be able to correlate that back to your list so i'm going to say well put the account number on one of the reference fields and then i'm going to put the fax number on the other one that way i can kind of look back and say okay didn't go to this person now if you don't have any merging to do you could just hit next and go on we do have merging and emerging is where you're actually bringing data from your list into the document so here's our cover page here and we need to put some information on the two the fax number the account number and the date and i'm going to go through this pretty quickly but it's really easy to do first thing you do is add a field so you get this little blue box here that pops up if you take your cursor kind of click and hold and drag it over there and let go there you go now we don't want to say your text here that wouldn't make any sense so we're going to delete this here and we're going to add something from our list and so i go over to insert and i'm going to say first name i want to be a little bit bigger let's make it 14 and bold all right so there you go first name is there let's go guide the rest of them again another your text here let's just go ahead and place it and then we'll change it so there we go let's make this 14 bold and we're going to delete this placeholder and we're going to put in the fax number there we go add one more field account so before i even place it i'm going to go ahead and change it account number 14 bold there we are and drag this down here okay and the last field well we don't really have a date field in our list but we give you some date fields down here so let's go ahead and remove the placeholder we're going to go grab there's a lot of things down here um you know this is your caller id this is the date but it's in long format we just want a short date so we're going to grab that put that down here drag it let's make it a little bit bigger and bold okay great now i could do the second page too if i had some fields on the second page that i wanted to merge i do not this is just a regular document and come back here all right great now you're probably wondering like well how do i know if it looks good well you can hit preview merge so what this will do is sort of give us a little window here uh if you want to zoom in there you go so looks pretty good merged it nicely and you can go back and move things around a little bit if you want the alignment to be perfect i'm not going to spend time on that today all right we're going to hit next everything looks good all right a little bit of cleanup if we have a large list you might have duplicate numbers what we do here is give you a chance to kind of block duplicate numbers so um do that okay so this is the kind of the status page and the pre-submission page so we're going to rehash a lot of the things we've done one is the name of the job we've already set that up that's fine this is the document here and it's just showing us the first page but you can click view document and see all of it if you want to send a test fax to yourself a lot of people use this to kind of spot check it and do a last-minute uh look over just put your fax number in here hit a set of test fax a few minutes you'll get a fax and you can look at it and everything looks good and fine if it doesn't look good you go back and you can change some things all right schedule so we want to send it right now or do we want to send it later i want to send it right now but i'm going to go ahead and show you what schedule looks like because you can set a date time time zones if i want to send this later today i could i want to set it late at night during off hours i could do that as well so let's just send it right now okay perfect scroll down here uh we're going to give you a summary of your job there's a total of three fax numbers two pages so the total pages of six if this was not a demo account you'd have a little price thing here which will tell you how much it's going to cost you and then we agree to the terms and conditions now there's two more options to check one is save and one is save and submit save will just save the job and put it into your queue you can come back to it later and then send it so if you just want to get these prepared and ready to go but you don't want to send it quite yet you can just hit save if you want to save and submit this job to go out everything looks great you've got your test fax you'd click this so it's going to give you a little warning are you sure you want to submit yes i am just going to do some things behind the scenes and there you go job is submitted easy now whenever this job goes out and it completes depending on the size of the job you'll get an email telling you that your job is done i've done a couple of these already so they've already marked as complete you can see some previous jobs here i'm going to go and kind of look at these so here's a report i'm going to say well it makes let's see what happened with this one okay well it looks like all three of them sent no problems if you did have some that didn't go through you can click this button here resend failed calls and it'll try to send them again it just kind of automatically refires you know to do anything you just hit that and we'll go and redial those numbers normally we dial them three times before we give up but you know sometimes they're busy now if you want to get a report of everything sent to your email address like a detailed report line by line or you want an exception report a lot of people like the exception reports because they kind of spot check their list you just put your email address in hit exception report hit send report and that will get it right to your email all right at this point you're pretty much done so if you have any questions feel free to call us at 303-299-9329