The Fax Settings tab deals with settings required for the CopiaFacts FaxFacts server.

If you are installing the gateway on a machine where CopiaFacts fax software has already been installed (recommended) then the file and folder locations will be filled in from configuration settings saved by the CopiaFacts installation. Do not change the Server Folder and the Request Folder or the server will be unable to process the gateway output.

The server folder is the root folder where CopiaFacts is installed. This is typically a share named COPIA located on the C: drive of the fax server. The attachment folder is the folder where the attachments will be written from messages received by the gateway. The request folder is where the fax requests generated by the gateway and other utilities are stored. There can be multiple priority queues with queue numbers normally ranging from 0 to 9 (highest priority to lowest priority) in the request folder. The queues are actually folders named TOSENDx where x may be a number from 1 to 15, but the normal highest number is 9 (set on the $request_dir configuration command). The highest priority queue is TOSEND. You can specify different queues for different message priorities by setting the queue priority for each message priority – high, normal, and low. Be sure that a queue exists for a priority.

The user profile specifies which user profile should be used by the gateway to send faxes. The default user profile is normally the EMailSMTP.usr profile installed to the FAXFACTS folder by the gateway installer. This user profile includes $script_locn commands that reference folders where the notification and remove scripts are stored. If you change the user profile, you must make sure to include $script_locn commands that reference the folders containing those scripts if you intend to use standard gateway notification and/or remove processing. The default cover sheet should only be specified when you wish to include a cover sheet on faxes generated by the gateway. You may clear this entry if you do not wish to use a cover sheet. You may also name a cover sheet in the sender template if you are using sender templates, or the sender may send a cover sheet as an attachment. The first attachment found that has a cover sheet file extension (.GTT, .GCT, or .CVR) will be used instead of the cover sheet specified in the configuration or sender template. You may disable cover sheets or prohibit attached cover sheets on an individual basis or for an entire sender domain in the sender templates even though you have a default cover sheet template specified. The recipient list folder is the default folder where recipient lists will be stored if no recipient list folder is specified in the sender template for the sender. The recipient list folder defaults to the attachment folder if no folder is specified. The recipient list folder is only used when the option to save the message recipients to a file is used.

The message body options allow you to determine how you want the email message body handled. Most email client programs provide an email message body in both plain text and as formatted text, sometimes called rich content. Rich content is usually HTML. However, it can also be RTF. Depending upon your senders, you may wish to fax the rich content of the email message body directly, especially if the sender’s email message has been formatted using HTML to create a newsletter or advertising or promotional literature. You should check the Fax rich message content to preserve the formatting of the sender’s email. If you only want to send the plain text of the message, without any text formatting or graphics, you should check the Fax plain text message content option. When this option is checked, only that plain text part of the message will be faxed. You may also save the plain text message lines in memo variables by checking the Use plain text in memo variables option. Memo variables are typically used to fill in a notes section on a graphical cover sheet template. You should use this option if you have a cover sheet template for the sender and the text of the email message is just a short note that will be placed on the cover sheet for the recipient. Your cover sheet template should specify enough memo variables to include all of the text of the email message. Each line of text in the email message, including blank lines, will be placed in a separate memo variable. Do not use this option if you expect to have long email messages. Use either the Fax rich message content or Fax plain text message content options if you expect email messages that will be longer than the space allotted for on your cover sheet. The last option, Exclude message content, should be checked if you wish to drop the email message text from the fax. This option would be used for email in which only the attachment(s) should be faxed. The email message body is always saved to a file even if you decide to exclude it from the fax. It will just not be added to the list of fax file names if it is excluded. The plain text of the email message will be saved for excluded email messages.

Saved plain text and HTML text bodies are normally written with System Default Encoding.  However if you expect to receive e-mails with UTF-8 encoding you should select either UTF8 or UNICODE as the encoding for text and HTML-text body files on the $unicode command, which will cause the files to be written with an appropriate encoding and byte-order-mark (BOM). In CopiaFacts version 7 and Gateway version 9.51 UTF-8 encoded body files were also written with a UTF-8 BOM and UTF-8 encoding.

Previous versions of the gateway had the option of using rich content as the cover sheet. This allowed the email body to be used as a cover sheet in place of the default cover sheet. When this option was checked, the default cover sheet was not used, and the only way to include a cover sheet was to specify one in the sender template. When the use rich content option was not checked, the plain text of the email message body was assigned to memo variables for inclusion on a cover sheet. The new options provide more flexibility in processing the email message body. If you had the use rich content as cover sheet option checked, then the control program will update your settings to use the fax rich message content option. Keep in mind that this will allow a default cover sheet to be used and that you will either need to clear the default cover sheet or disable cover sheets in the appropriate sender template(s) if you do not want a cover sheet and/or if you want to use the email message body as your cover sheet. You can specify CopiaFacts variables in your email message body using the email macro character followed by the variable macro name. These variables will be expanded when the email message body is converted to fax by FFEXTERN, provided the expand variables in local HTML file option is checked on the FXCVRT conversion pre-process and the email message body is HTML.

All versions of the gateway also add the following special variables to the FS files that it generates. These variables may be referenced on the cover sheet:

        SMTP_SUBJECTmessage subject (with password removed)
        SMTP_FROMmessage from
        SMTP_REPLYTOmessage reply to

The notify on success and notify on fail options allow you to have CopiaFacts send the sender a response via the email reply in the message whenever a fax fails or is sent successfully, depending upon what options are set. The notification option requires at least one email thread in the fax server and the presence of the notification script notify_smtp.iif in the appropriate catalog folder as named in one of the $script_locn commands in the user profile specified for the sender. If you wish to attach the FS file to the notification message, you will need to add the following $var_def command to the FS file by specifying it in the sender template:

$var_def    FC_ATTACH_FS Yes

You may also attach the faxed image as a PDF file by including the following variable definition in the sender template:

$var_def    FC_ATTACH_FAX Yes

The fax image is only included on successful fax transmissions.

When sending email notifications you must specify a value for the $email_esender command that is required (see $email_from also) in the notification FS files created by the notification script. You should enter the from email address in the area provided below the prompt "Send notifications from this email address". The information you enter here will be stored in the variable definition NOTIFY_SENDER and written to the FS file created by the gateway. You may override this information for individual senders by including a variable definition in the sender template. For example,

$var_def   NOTIFY_SENDER """My Full Name"" <>"

will override the information you enter in the configuration and cause the notification script to generate the following commands:

$email_from  "My Full Name" <>

in the FS file created by the notification script to send the email notification. You may modify the notification script to include additional commands if necessary. The notification script will also extract the $email_esender setting from your CopiaFacts configuration file (FAXFACTS.CFG) and place it in the FS file created by the notification script. If you do not have an $email_esender command in your configuration file, the notification script will use the contents of the NOTIFY_SENDER variable for the parameters for the $email_esender command that it generates. Note that only the first two parameters are used from the $email_esender command in the configuration file. If you need additional parameters, you will need to modify the notification script.

If you wish to have additional security checks for incoming e-mail you may require the user to specify a password in the subject line by adding the following command to the sender template:

$var_def    SMTP_PASSWORD password

The password specified may appear anywhere within the subject line. It will be stripped from the subject before the subject is saved to the subject variable SMTP_SUBJECT. The variable definition SMTP_PASSWORD will not be written to the FS file. If an e-mail is received without a valid password, it will be rejected and saved to the rejected folder if the option to save rejected messages is checked. Keep in mind that the value of this variable may be set using the options from the sender templates menu.