Archiving Faxes in the CopiaFacts Workstation Client

This topic describes how the CopiaFacts Client software uses and controls the variables to manage the archiving of sent faxes for you.

Archiving sent faxes within CopiaFacts is controlled by the presence of the variable KEEP_FAX and optionally the variable KEEP_FOLDER within the scope of the current fax transaction.  These variables may be defined in the CopiaFacts configuration file FAXFACTS.CFG, the user/job profile (.USR or .UJP) file, or the fax transaction file (.FS), with the FS file settings taking precedence. The optional KEEP_FOLDER variable may be used to specify the full path name of the folder where the archived faxes will be stored.

The CopiaFacts Workstation Client supports two different types of archive, Public Archive and Private Archive.  Which type of archive is available depends on where the KEEP_FAX and KEEP_FOLDER variables are defined, as described below.  The default folder for Public Archive files is FAXFACTS\CALLBACK\KEEP_FAX.  Private Archive files are stored by default in the user’s History folder in the owner folder set.

Archive files can be saved in various supported formats: file names are formed using the FS file base name followed by the suffix _KEEP and optionally followed by a number for .PNG, .GIF, or .JPG files.

The client normally has the option of specifying public or private archive on the Send Fax screen:

Public Archives

Public archive faxes are stored in either the default public archive folder KEEP_FAX or the folder specified by the KEEP_FOLDER variable. These variables are either defined in the FAXFACTS.CFG file or in the OWNER.UJP files for each user. If they are defined in the user’s OWNER.UJP file then the Public Archive option is checked and the user is not allowed to make any changes to the archive options. The OWNER.UJP settings take precedence over any settings previously made by the user and stored in the OWNER.INI file. The variables KEEP_FAX and KEEP_FOLDER may either be defined as $var_def items or as $fs_template entries in the OWNER.UJP file. If the variable KEEP_FOLDER is not defined in the OWNER.UJP file then the archive folder will default to the user’s History folder.

Private Archives

As long as there are no archive variables defined in Owner.ujp the user is free to define his/her own archive preferences. In this case the user must check either the public or private archive option for any archiving to occur. Even if the FAXFACTS.CFG file specifies archive variables, these will be ignored unless the user specifies public archiving. The client will write an empty KEEP_FAX variable to the FS file to override public archive options if necessary to prevent archiving if the user has not chosen archiving.

If the user checks the Private Archive option, the button to the right of the checkbox gives access to the following dialog to choose the format and the folder location for the archive:

The default format is a TIFF image stored in the user’s History folder. These defaults will be used unless the user changes the selection in this dialog. The reduction factors apply only to PNG, GIF, or JPEG fax images and define the factor by which the image size will be reduced before it is stored. The user may create thumbnail storage images using the reduction factor. The user may choose a different archive folder by checking the Other option and clicking on the folder button to the right of the entry field below the Other option.