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If you have user permission to create and edit phonebooks, you can import entries into your personal phonebook from a specially formatted text file. The import file can be:

  • Generated by an external source such as a contact database manager
  • Exported from another RightFax phonebook
  • Generated by the RightFax PhnPrint administrative utility (See the Administrative Utilities Guide for more information.)

Creating a file to import

Follow these guidelines when creating an import file or exporting contacts from an external source:

  • Create an ASCII text file.
  • Separate each phonebook entry with a line break.
  • Use comma-, tab-, or space-delimited format.
  • On the first line of the file, specify the field names using the table below. When exporting from an existing source, map each field name to the corresponding RightFax name.
  • On subsequent lines, match the order of the field data to the order of the field names.
  • Indicate blank fields with a single space surrounded by quotation marks.

If quotation marks are used to surround any field, they must be used for all fields in the file.

Field name Maximum length Description
ID 17 A unique ID used only to reference the phonebook entry. It never appears on the fax.
Name 59 The recipient’s name as it will appear on the fax cover sheet.
Company 59 The recipient’s company name as it will appear on the fax cover sheet.
Address 59 The recipient’s address as it will appear on the fax cover sheet.
CityState 59 The recipient’s city and state as they will appear on the fax cover sheet.
Fax1 31 The recipient’s primary fax number. This is used when dialing the fax destination and may appear on the fax cover sheet.
Fax2 31 The recipient’s alternate fax number. This is used when dialing the fax destination and may appear on the fax cover sheet.
Voice1 31 The recipient’s primary voice number as it will appear on the fax cover sheet.
Voice2 31 The recipient’s alternate voice number as it will appear on the fax cover sheet.
BillCode1 17 A code associated with the recipient used for billing or tracking purposes. It never appears on the fax.
BillCode2 17 An additional code associated with the recipient used for billing or tracking purposes. It never appears on the fax.
Notes 128 Any additional information about the recipient. This will not appear on the fax and is for your information only.

 

Attached are a sample phonebook import file and an excerpt of the manual showing the details of importing a phonebook.

Download Manual Excerpt
Download Sample Import File