Fax broadcasting using CopiaFacts is done in three main ways. Small broadcasts can be initiated from the CopiaFacts Client software. Large-scale job-oriented broadcasts are set-up launched and controlled using the Job Administration features described later. This section discusses the features of FFBC, which is designed for manual set-up and launching of broadcasts.
The CopiaFacts utility for fax broadcasting comes in two flavors:
•FFBC is a visual application which allows a broadcast to be configured interactively. A broadcast is defined in a template file, containing the names of files to be transmitted and the parameters required. The broadcast list to be used is held as a separate entity, allowing the same 'broadcast' to be sent to other lists. FFBC then allows a test item, or the whole broadcast to be launched.
•FFBCMD is the same launching program without the visual interface. It is therefore suitable for running from a batch file, or from an IVR application or COPIAFACTS worker box. The command line needs to specify the template file and the list to be used.
Follow the links above for details of how to set up broadcasts with FFBC.
Each company uses fax broadcast in a different way which is why CopiaFacts allows you to custom tailor your system to your businesses needs. With CopiaFacts, you have complete control over what you send out and how.
If your business involves sending broadcasts for clients, you should consider using the CopiaFacts Job Administration feature. The remainder of this topic describes the options available for broadcasting to your own contacts and customers.
Broadcast faxing with FaxFacts falls into three distinct categories: Simple Fax Broadcasts, Graphical Cover Sheet Broadcasts, and Mail Merge Faxing:
Simple Fax Broadcasting
The simplest form of outbound faxing requires no additional options. The same document is sent to every recipient with no personalization in the document, only in the fax header. Typical uses:
•Newsletters or Press Releases
•Announcements or Trade Show Specials
Graphical Cover Sheet Broadcasts
This option offers greater personalization with each fax customized for individual recipients. A form with a watermark image, or letter, is used for all recipients. Personalized data from a list, such as a name, phone number or company name, is placed over the form. Typical uses:
•Direct Mail Advertising
•Customer Relationship Management (CRM)
•Faxing from SQL databases with form-filling
•Sending Credit Application sign-up forms
•Personalized Fax Cover sheet (example)
Mail Merge to Fax
This option offers the most flexibility for personalization. It requires the use of software with mail merge capabilities (for example Microsoft Word or a report writer). Output can be fully customized, use word wrap, and uses a patented no-pop-up print driver for automatic routing. It is specifically designed for automation applications. Typical uses:
•Invoices, Statements & POs
•Automation of Reports and Notifications
Easy to Manage
Fax Broadcast can be grouped into jobs which are fully manageable. From the Job Administrator you can start and stop broadcasts, decide when certain broadcasts go out or what phone lines to use. You can also have custom reports generated on each job. When the job finishes the report can be automatically printed, faxed, or e-mailed to you.
With any fax broadcast you are bound to run into some bad apples. These are the fax numbers that no longer exist, are always busy, or are really voice lines. The Smart Retry feature of FaxFacts fax broadcast makes it easy to setup rules based on different scenarios. We realize that you wouldn't want to have your broadcast waste time retrying fax numbers that are really voice numbers, so we give you the ability to fully customize your retry strategy. If the fax number is busy you can try again in few minutes, but if a human answer the number is marked as such and the broadcast moves on. This makes managing your fax list a breeze and saves money by effectively using your phone lines.
Automated Do-Not-Send Lists
With every list of fax broadcast recipients somebody will no longer want to hear from you. CopiaFacts has an automated "Do Not Send" (DNS) List feature. This gives your contacts a way to easily remove themselves from your list with out you having to manage it yourself. Each broadcast job can have it's own DNS list, your entire system can use a global DNS list, or use a combination. This is great for service bureaus as you can have DNS lists for each client, or each job the client submits.
Rather than lock you into a proprietary address book, CopiaFacts allows you to build your contact distribution list from a variety of sources.
The list of recipients can be created and maintained in any local or web-based databases.
•Exchange & Outlook
•GoldMine, SalesForce, ACT
•LDAP and Active Directory services
•Universal Database Access
•Access and Excel
•mySQL or SQL
•CSV, TAB, and other text based lists
•Oracle and More...
With CopiaFacts, you can update any database before and/or after sending giving you complete tracking of the fax transmission process. This fits perfectly into your current document management procedures for regulations including the Sarbanes-Oxley Act, the Telephone Consumer Protection Act (TCPA) or the Health Insurance Portability and Accountability Act (HIPAA).