In 'approval mode' FAXFACTS displays a list of incoming and outgoing faxes for approval.  Approval mode is entered by starting FFVIEWER with a command-line switch of -a, followed by a mailbox filename if incoming faxes are to be approved as well as outgoing faxes.

Outgoing faxes

Outgoing faxes to be approved must contain a command in the FS file: $fax_pre-process FFVIEWER

The FS file must be either be placed in PREPROC directly, or will be moved there by the COPIAFACTS engine.  These outgoing faxes will be added to the mail selection dialog.

When the fax is viewed in FFVIEWER, additional buttons for approval and rejection will appear in the taskbar.  Rejection will cause the FS file to be failed with outcome code 126.  Approval will cause the FS file to be moved to the appropriate TOSEND folder for faxing.  In both cases variables are added to record the date and time of approval or rejection, and the name of the user who performed the action.

Incoming faxes

Incoming faxes are shown in the mail selection dialog.  When the fax is viewed in FFVIEWER, additional buttons for approval and rejection will appear in the taskbar. The Accept button can be right-clicked to toggle between 'Route' and 'Print and Route'.  Documents are protected from simultaneous access by more than one approver.

The Print-Route button first causes the fax document to be printed. Then either type of the Accept button pops up a user selection dialog box which lists all the available recipients of incoming faxes, from which the Approver can select. There should be a dummy recipient included for accepted faxes which are not to be routed. The normal recipient list mechanism is used.  Rejected incoming faxes are moved to the REJECTIN folder.  In all cases variables are added to the MCF to record the date and time of acceptance or rejection, and the name of the user who performed the action.

Controlling variables

The following variable values in FAXFACTS.CFG can optionally be used to control and configure the processing:

CMD_ACCEPTINThe name of a command file which is run after an incoming fax has been accepted.
CMD_APPROVEOUTThe name of a command file which is run after an outgoing fax has been accepted.
CMD_REJECTINThe name of a command file which is run after an incoming fax has been accepted.
CMD_REJECTOUTThe name of a command file which is run after an outgoing fax has been accepted.
FOLDER_ACCEPTINThe pathname of a folder in which to archive files after an incoming fax has been accepted.
FOLDER_APPROVEOUTThe pathname of a folder in which to archive files after an outgoing fax has been accepted.
FOLDER_REJECTINThe pathname of a folder in which to archive files after an incoming fax has been accepted.
FOLDER_REJECTOUTThe pathname of a folder in which to archive files after an outgoing fax has been accepted.
GCT_ACCEPTINThe pathname of a GCT file used to apply a header to accepted incoming faxes
GCT_REJECTINThe pathname of a GCT file used to apply a header to rejected incoming faxes
OFFSET_ACCEPTINThe offset value for the header of accepted incoming faxes
OFFSET_REJECTINThe offset value for the header of rejected incoming faxes

Please contact Copia for more detailed information if you wish to use these features.

To identify the approver, the COPIAFACTS.INI file for the user's machine must have an entry such as:

[FF_USER]

FF_SENDERNAME=Approver Name

Work Flow

On each approver's machine, only one instance of FFVIEWER can be used in approval mode.  If there are no items to be approved, FFVIEWER will minimize (after a confirmation dialog).  FFVIEWER will re-activate automatically when further items appear in the monitored folders.  FFVIEWER will also re-activate every two minutes if items are to be approved and another application has been activated.

If you decline to minimize the program when prompted, the list can be manually refreshed by pressing F5 in the normal way.