How to Create a PCL Cover Sheet

Welcome to the RightFax Resource Center. Today I will be showing you how to create a PCL cover sheet. This can be useful for organizations that want to reduce the time taken to convert coversheets and do not need to edit the cover sheet in the future.

Note, to create a PCL cover sheet, you will first need to have a cover sheet enabled printer. For instruction on how to do this, please refer to the link below the video: https://rightfax.atechnologies.com/videos/how-to-create-a-pcl-cover-sheet-printer/

To begin, let’s open Microsoft Word and start with a blank document.

Determine the information you would like to display on your coversheet. For example, let’s enter:

• To Fax Number
• To Fax Name
• From
• Notes

Next, we need to map the information above to the relevant cover sheet codes. When the RightFax server generates the cover sheet for an outgoing fax, it will replace the cover sheet codes in the template with the data they represent.

On the line where we want to map the information, insert the relevant cover sheet code.

• You can find the full list of embedded codes using the link below this video.

As an example,

TOFAXNUM

TONAME

FROMNAME

NOTE

It is important to note that the embedded codes need to be in a printer type font such as Courier or Universe.

Repeat the steps with the remaining codes.

For notes, determine the number of lines you want for the field. For example, if you want 5 lines, copy the section 5 times.

Finally, go to the main menu and select “Print”

Select the appropriate cover sheet printer. You should now see the Print to File Dialogue box appear. Name your coversheet and end the file name with .pcl

Finally, save as All Files

You have now created a PCL coversheet. Remember, you can’t edit the PCL file directly. If you want to edit the cover sheet in the future, you will need to save this Word document and generate a new updated PCL file.

Next, I’d like to show you how to get this coversheet into RightFax to be sent with outbound faxes. RightFax administrators will need to do this to make the cover sheet available to end users.

Let’s begin in Enterprise Fax Manager

Go to Cover Sheets > Right-click and select “New”

Enter:

• ID
  • Enter a unique name for the cover sheet
• Description
  • Enter a description for the cover sheet

Next, add the cover sheet template, select “Import” and select the appropriate cover sheet and hit “OK”.

The cover sheet template is now available in the cover sheet library.

To add this new cover sheet to an outbound fax let’s go to FaxUtil and send a new fax.

Enter the relevant fax information and go to “More Options”

Select “Cover Sheet File” and select the cover sheet from the drop down list.

As you can see, the cover sheet is now available for end users to choose when sending an outbound fax.