Archiving Sent Faxes and E-Mails
CopiaFacts provides a facility to archive faxes and e-mails that have been sent, saving a copy of any personalization on cover sheets, converted non-faxable documents, or e-mail bnodued and attachments. To enable this feature, you need to define a variable KEEP_FAX or KEEP_EMAIL either in the FS file or at a higher level.
Archiving Faxes sent from the CopiaFacts Fax Client
If you use the CopiaFacts Fax Client, it will do the work for you to set up and maintain the archiving of the faxes sent from the Client, automatically setting the variables described below to achieve this. See Archiving Faxes in the CopiaFacts Workstation Client.
Archiving Faxes and E-Mails sent from Server operations, without the Client software
You will need to insert variable definitions to specify in what formats you require files to be archived, and where you want the files to be saved. For example you could specify this for all faxes sent in FAXFACTS.CFG using:
$var_def KEEP_FAX "TIF"
$var_def KEEP_FOLDER "@FFBASE\MY_ARCHIVE"
If you do not specify a folder, the archived fax files will be placed in a FAXFACTS\CALLBACK\KEEP_FAX folder, and e-mails in FAXFACTS\CALLBACK\KEEP_EMAIL. You can also specify the above variables in a USR or FS file,. or selectively set them in an infobox preprocess operation.
Specifying Fax Archive Format
The value of the KEEP_FAX variable should be a blank-separated list of image formats in which you require the fax to be saved. The available format keywords are as follows:
|TIF||A single TIF file is always created, and is used to convert to any of the other specified formats. The TIF is only retained if you include TIF in the set of keywords|
|PNGx||A set of PNG files is created, one for each page. The x represents a reduction factor which defaults to 2 (half linear size image) if omitted.|
|GIFx||A set of GIF files is created, one for each page. The x represents a reduction factor which defaults to 2 (half linear size image) if omitted.|
|JPGx||A set of JPG files is created, one for each page. The x represents a reduction factor which defaults to 2 (half linear size image) if omitted.|
|A single PDF document is created, US Letter size unless the A4 keyword is also given.|
|PDF1 .. PDF8||A single PDF document is created, US Letter size unless the A4 keyword is also given, which has muliple fax pages per sheet. The number of columns (and the maximum number of rows) per page is specified as the digit following the PDF. The PDF has a box at the top which can contain up to 4 lines of HTML text, which you can supply in the PDF_THUMBS_HEADER variable (this variable is expanded twice). HTML syntax is described in the PDF Customization topic. The file name for these archive files is suffixed by the column count (e.g. ...KEEP2.PDF).|
|A4||The PDF file, if specified, is created in A4 size.|
|A5||The PDF file, if specified, is created in A5 size (half area size image). Note that the A4 images are scaled when rendering, so the file size is the same as for A4.|
|A6||The PDF file, if specified, is created in A6 size (quarter area size image). Note that the A4 images are scaled when rendering, so the file size is the same as for A4.|
|PDFV||A single PDF file is created, with page sizes matching the TIF image size.|
|SENT||For Diva and Commetrex OTF, delays the creation of the archive fax file until after the fax has been sent and creates the file only if one or more pages have been sent. This is the default for Brooktrout and Fax Modem transmissions.|
|FAIL||For Diva and Commetrex OTF, creates an archive fax even if the dial or the transmission fails. This also overrides any PREPARE_FAX setting to force a value of 1. Note that an archive will not be created if a document conversion failure or preparation failure (including graphical cover failures) has occurred.|
This feature is supported for the following fax board types:
|Brooktrout TR1034||The archive file is created after the fax has been sent, and only if any pages are reported as successfully sent. Pages rendered from ASCII files by the Brooktrout drivers are omitted: to include ASCII originals in the archived document, use ASCII_TEMPLATE.|
|Diva Server||The archive file is created while the fax is being transmitted, if it has successfully been started (but see SENT and FAIL above).|
|Commetrex OTF||The archive file is created while the fax is being transmitted, if it has successfully been started (but see SENT and FAIL above).|
|Fax Modem||The archive file is copied from the single (combined) transmitted file.|
Specifying E-Mail Archive Format
The default format for e-mail archives is a .EML file containing the bytes transmitted, which will normally be ASCII unless an 8bit encoding has been specified. A value of MSG assigned to the KEEP_EMAIL variable will change the file extension to .MSG, but any other non-empty value will use the extension .EML.
Specifying Fax Header Line Content
Usually, the fax header line is added by the fax board or port software as the transmission is set up, so cannot be exactly archived. Any "%" variables in the line are board-specific and will not be expanded in the same way on the archived fax. Instead you can specify a special header line for use with archived faxes, and you can emulate with CopiaFacts variables most of the variables available for the board.
A fax header line is created on the archived fax using by default the same header text as for the real fax. To replace this, you can define a FAX_HEADER_KF variable, which applies only to 'keep fax' items. For more information, see the topic on configuring fax header lines. Note that the fax header is unlikely to be legible on linear size reductions of more than about 3.
Specifying Fax Archive Location
The archived faxes are normally placed in a KEEP_FAX folder under the CALLBACK folder. The filename is based on the FS filename, with a suffix of _KEEP and an additional numeric suffix for PNG, GIF or JPG pages. You can override the location of an archived fax by specifying a folder name on a KEEP_FOLDER variable. You can also suppress a KEEP_FAX operation set up with a CFG or USR.UJP variable at a higher level by specifying an empty KEEP_FAX value in the FS file.
KEEP_FAX with 'Partial Retry'
The archived fax is a copy of the actual fax being transmitted on each attempt. So in the case where a partial retry is being done the archived fax would consist only of the pages which had not been sent in previous attempts, and would overwrite the complete archived fax from the first unsuccessful attempt.
To ensure that a complete archived fax is retained, the KEEP_FAX operation will be suppressed for any attempt in which only un-sent pages are scheduled for transmission. Note that this may result in a header timestamp on the archived fax which is earlier than the time at which the last pages were actually sent.
Accessing the archived file(s) in a Post-Process operation
The KEPT_FILE variable contains the pathname of the initial TIF file created in the fax archiving operation, or the e-mail image file. You can derive paths with other extensions from this. For more information, see KEPT_FILE.