UPDATE January 18, 2012: Just noticed the regkey is different on Windows Server 2008. I have updated this text below.
Ugh, it happens to me every time. I am in class and its the second day. Somewhere in the middle I start talking about signatures. And the signatures I mean are the pen to paper, John Hancock style signatures that you can automatically embed in a fax attachment, using this simple <signature:sigcodehere> embedded code. Super easy, and for some of our customers, extremely useful.
Creating a signature is also super easy, as I show in class. You just find a fax with the signature you want to use. If you don’t have one already, send a new one to yourself with just the signature in just the right size. Ideally, you should have a signature that’s on its own with no lines running through. Once you have the fax with a signature then you can proceed. If however you are not the administrator, forward the outgoing fax to one of your administrators and have them follow the steps.
With the fax open, select the signature using the selection box. Thats the square with the little plus sign at the bottom. Aha! But that could be the problem, and that was why I started this article with an ugh! Its one of the annotation tools and they don’t show up if you run FaxUtil from a server OS. I seem to remember fixing this used to involve a secret handshake to get a secret reg key, but the process is now very easy. Its still a reg key, but its brain-dead easy to tweak.
Close FaxUtil and then go to HKLM\Software\RightFax Client\VWR32 (if using Windows Server 2008, go to HKLM\Software\Wow6432Node\RightFax Client\VWR32 instead) and find the EnableAnnotations key. Now change the 0 to a 1 in that key and you are good to go. Next time you start FaxUtil (You did close FaxUtil, right?), then open the fax, your annotation tools should be shown. Sweet!
Now draw your little box around the signature. From the Fax menu choose Store, then Make Signature. Now enter code you want to use for a signature code, perhaps the person’s initials, and enter the usernames of the people authorised to use the signature. Now you are good to go.
Remember I told you that you had to be an administrator to do this? Well, if you aren’t, this is not going to work. If it did, then anyone could make signatures, claim them as their own, and send faxes with other people’s signatures. If that started happening who knows what would happen.
Do you use signatures in your company? Share how you use it down in the comments below. Or tell me about it on Twitter, where I go by the name technovangelist.